5 Team Huddle Elements to Boost Workplace Collaboration

The State of the Sector highlights the top challenges facing internal comms professionals. Always among the top challenges is the lack of line manager communication skills. Unfortunately, two-thirds of managers are uncomfortable with communication and having tough conversations with employees. Manager comms skills pose a challenge because many companies don’t have a way of directly reaching all their employees.

This forces companies to rely on the cascade of information through managers, putting managers in the hot seat to communicate all company information with their teams. So, it falls to internal comms and HR to teach, coach, and instruct managers on how to be effective communicators. But one great tool for managers is a team huddle where they can recognize their teams, share messages from corporate, and open the door for two-way comms.

What is a Team Huddle?

A team huddle is a meeting where a team quickly gets together to prepare for the shift or day. These huddle meetings are always relatively short and are often led by the team’s manager or lead. Often, these meetings will take place at the start or end of a shift.

In these meetings, a team will discuss:

• Important items from the previous day. This includes anything that didn’t get done, questions that arose, or challenges that now need to be addressed.
• Goals for the current day or shift. Often, a team lead will have specific updates or goals for their team to achieve on a given day or week. A team huddle is often where they will share that directive or their progress on a larger goal or initiative.
• Important company communication. For many frontline or field-based teams, a team huddle is the only real opportunity for a frontline manager to share company communications.

What is the Difference Between a Team Huddle and a Team Meeting?

You might be thinking that a team huddle sounds like a team meeting. Is there a difference? 

The truth is, that team huddles and team meetings are very similar. They are both regular meetings held by a team to discuss goals, projects, and barriers.

The difference between a team huddle and a team meeting is that a huddle is a much shorter and less formal meeting. Typically, a team meeting might be 30 to 60 minutes long, whereas a team huddle is less than 15 minutes long. 

Because team meetings are longer, they are also held less frequently. Depending on the team, you might have a formal team meeting once a week or once a month. But team huddles are often held daily, especially in frontline environments (e.g. healthcare, retail, hospitality, etc.).

How Do You Have a Successful Team Huddle?

Because huddle meetings are often led by managers, companies and communication teams might feel like they don’t have much power to make them more successful. But that’s not the case!

Your managers probably want support to help them lead more successful team huddles. Remember, many managers are a little uncomfortable communicating in this way!

So, don’t expect your managers to always know what to say in these meetings. Let your managers set the cadence, but give them talking points, checklists, and the resources they need to make the most of that team meeting.

The 5 Elements of a Great Team Huddle

1. Pick a Cadence

Establish a consistent schedule for your team huddles. Whether daily or weekly, the key is to maintain regularity and predictability, which creates a sense of rhythm and reliability.

Team huddles should take place at the beginning or end of a shift, ensuring everyone is on the same page before starting work or reflecting on accomplishments and challenges at the end. A steady cadence fosters discipline and accountability, helping teams to anticipate and prepare for these meetings as part of their routine.

2. Set Expectations

Use the huddle as an opportunity to outline the goals and objectives for the upcoming shift or week. Managers can clarify what needs to be achieved, address potential challenges, and assign specific roles or tasks. This is also an opportunity to reflect on any unfinished work or obstacles from the previous shift or day.

By clearly setting expectations, team members understand their responsibilities, and any issues or bottlenecks can be discussed and tackled upfront. Establishing goals keeps the team aligned and focused, while proactive problem-solving during the huddle can help avoid larger issues later on.

3. Be Transparent

Transparency in communication fosters trust and openness within the team. During a huddle, it’s important for managers to be genuine, share relevant information from higher up, and openly discuss both successes and areas for improvement.

This kind of candid dialogue not only strengthens relationships but also builds a culture of accountability and trust. Being transparent also allows the team to feel included in the larger organizational goals and initiatives, which can boost morale and engagement.

4. Open a Dialogue

Huddles shouldn’t be one-sided. They should create an environment where two-way communication thrives. Encourage team members to speak up, ask questions, or voice concerns. Managers should make space for team feedback and be approachable, allowing for a flow of communication that empowers employees.

By fostering an open dialogue, managers not only gather valuable insights from their teams but also create a supportive atmosphere where employees feel comfortable bringing up issues or offering suggestions for improvement.

5. Recognize & Share Wins

Celebrating achievements, both big and small, is an essential element of a successful team huddle. Recognizing the contributions of individual team members or the collective efforts of the group boosts morale and reinforces positive behaviors. Public acknowledgment during a huddle can be highly motivating, promoting a culture of appreciation and support.

It encourages a sense of camaraderie and pride within the team, which can improve overall engagement and productivity. Recognizing wins, whether they are meeting daily goals, achieving milestones, or overcoming challenges, helps to maintain momentum and shows that everyone’s efforts are valued.

If you don’t already have a way to easily communicate with your managers or if you are interested in learning about a tool that will let you reach all your employees, let’s get in touch.