Three Essential Traits for Effective Coaching Staff Meetings

Before outlining the three essential traits for a successful staff meeting, I want to briefly explain how we conduct staff meetings in our high school program. Here is the breakdown:

• We hold Sunday night prep meetings for the upcoming week, usually via Zoom around 8 or 9 pm. These meetings are intended to last only half an hour if possible. We review the upcoming week’s schedule, confirm any staff absences for team events (such as para professionals, teachers at our Middle School, personal schedule conflicts, etc.), and quickly follow up on action items from the previous Sunday night meeting.

  • During practice season, we discuss what installations, reviews, and adaptations need to be implemented for the upcoming week.

  • In game season, we review scouting assignments and video tasks, ensuring scouting reports and film sessions are prepared. These meetings take a bit longer as we also discuss strategies for upcoming games.

  • In the off-season, we meet once per month instead of every Sunday night.

• We hold end-of-month meetings to preview the next month, which last at least an hour.

• Occasionally, our athletic trainer joins the weekly meetings to plan rehab strategies for our athletes. This helps us better plan a re-entry timeline for an injured athlete or determine how best to utilize a player with non-contact or limited participation.

• At times, our Booster Board members join the weekly or monthly calls to help strategize fundraising activities.

• In a more informal setting, we always have a quick debrief after practices to discuss the previous team activity. In the past, these served as my staff meetings, but they weren't very effective.

Have Clear Objectives

Having clear objectives is crucial for successful meetings. I typically create an agenda to help me stay focused. Before assembling your team, ensure you establish the meeting's goals. Basketball strategy discussions and detailed “chalk talk” can often veer off course and extend a 30-minute meeting into a two-hour session.

When each member understands the meeting's purpose, they can adequately prepare for their contributions. After the meeting, reflect on the objectives and determine if they were met. This practice not only helps gauge success but also enhances future meetings.

Have clear objectives in order to be effective and efficient with your staff meetings.

Open Communication

Another essential trait is promoting open communication. Establishing an environment where all staff members feel comfortable sharing their thoughts and concerns can lead to more meaningful discussions and innovative solutions. As the Head Coach, I must be open to courageous conversations and diverse opinions. As an Assistant Coach, you should be ready to discuss your beliefs, but also recognize when it's best to "fight another day." Avoid being the staff member who disrupts the meeting.

To support this, ensure each coach has the opportunity to speak, guaranteeing that everyone is heard, even if it's just for a "check-in." This open dialogue fosters trust and makes team members feel valued—crucial elements for effective collaboration.

Actionable Follow-ups

The final trait essential for productive coaching staff meetings is implementing actionable follow-ups. After discussing various topics, outline specific next steps and assign responsibilities.

This approach ensures accountability and helps maintain momentum following the meeting. Documenting decisions and action items creates a useful reference for future discussions. Moreover, revisiting past action items in subsequent meetings demonstrates dedication to progress. According to a study from the Institute for Corporate Productivity, organizations that establish follow-ups after meetings are 50 percent more likely to see improvements in team workflows.

Staying Purposeful

To create more effective coaching staff meetings, focus on having clear objectives, fostering open communication, and implementing actionable follow-ups. By prioritizing these traits, you can cultivate a productive and collaborative environment that benefits your entire team.

Remember, the aim isn't just to meet—it's to meet with purpose. With these essential traits in place, your meetings can become powerful catalysts for growth and success in your coaching efforts.