Regular team meetings keep Phase 3 teams on track

How often should team meetings take place according to Phase 3 guidelines?

• A. Only when issues arise
• B. Regularly
• C. Once a month
• D. On an annual basis

Answer: (B)

Regular team meetings are essential for maintaining effective communication and collaboration within the team. According to the Phase 3 guidelines, these meetings should occur regularly to ensure that team members are aligned in their goals, can share updates, discuss challenges, and make decisions collectively. Regular meetings contribute to building a cohesive team dynamic and allow for timely problem-solving, ensuring that any emerging issues are addressed promptly rather than being postponed. Other options suggest infrequent or conditional meetings, which may lead to gaps in communication and hinder the team's ability to address ongoing challenges proactively. Regular scheduling ensures that everyone has the opportunity to contribute and stay informed, fostering a more engaged and productive work environment. This consistent interaction is crucial for maintaining momentum and achieving team objectives effectively.

Cadence that keeps the team sizzling

If your Jersey Mike’s crew can’t get everyone on the same page quickly, orders can slip, service slows, and energy dips. The Phase 3 guidelines lean into something surprisingly simple: hold regular team meetings. Not sporadic conversations, but a steady rhythm where updates, decisions, and challenges are shared openly. In other words, regularity beats waiting for problems to pile up.

What “regularly” really means

Here’s the thing: the word regularity isn’t a fancy policy buzzword. It’s a practical habit. Regular meetings give every teammate a chance to contribute, hear what’s changing, and stay in the loop. When meetings happen on a predictable schedule, you avoid the dreaded “what did I miss?” moments.

So, how often is regular? For many teams, a weekly touchpoint works beautifully. It’s short enough to stay crisp, long enough to cover what matters. Some smaller teams or stores with calmer rhythms might prefer biweekly sessions. A few larger crews or busy shifts may lean into a weekly standup plus a longer, deeper review every few weeks. The exact cadence isn’t a rigid rule; it’s a trusted pattern you can adjust as needed. The key is consistency. If you miss a week, get back on track without letting the gap become the norm.

A practical meeting blueprint you can actually use

• Duration: 30 to 45 minutes works for most teams. It’s long enough to move, not long enough to stall.

• Frequency: pick a cadence (weekly is a solid default). If you’re new to regular meetings, start with weekly and reassess after a month.

• Agenda (a simple framework you can remember):

• first five minutes: quick check-in and any urgent issues

• updates: each person shares what’s changed since the last meeting (customers, shifts, inventory, equipment)

• blockers: what’s preventing progress and what help is needed

• priorities: what to focus on this week

• metrics snapshot: a glance at speed of service, accuracy, customer feedback

• action items: who does what, and by when

• closing: a quick recap and any reminders

• Roles: rotate the talker or facilitator so no one sits out. A fresh voice keeps energy up, and it gives everyone ownership.

• Notes: capture decisions and next steps in a shared doc or a whiteboard photo. Minutes don’t need to be long, but they should be clear.

Structure that sticks without turning into a lecture

Meetings work best when they feel like a conversation, not a formal briefing. Use a light touch, and give people space to speak. A few tricks help:

• Start with wins: “What went well since we last met?” Acknowledging small victories—like a smoother line during lunch rush or a perfect order—builds momentum.

• Limit the status update trap: asking everyone to recite what they did can drag on. Instead, invite each person to share one update and one request for support.

• Timebox topics: if a topic starts to overrun, flag it and table it for a dedicated follow-up. This keeps the meeting moving without rushing anyone.

• Use real data, not vibes: a quick snapshot of line speed, order accuracy, and customer feedback helps anchor the conversation.

• End with ownership: assign actions to people, not to “the team.” Clear owners prevent drift.

What to discuss (and what to skip)

Topics that matter in a fast-paced, customer-focused environment:

• Customer flow and peak times: are we ready for lunch rush? Are there bottlenecks we can fix now?

• Equipment and supply status: are knives sharp, slicers humming, gloves stocked? Is anything broken that needs a quick fix?

• Shift handoffs and responsibilities: who covers what during the peak? Are responsibilities clear?

• Quality and consistency: are subs meeting our standard? Are there any recurring mistakes to address?

• Feedback and learning: what feedback did we hear from customers or teammates? How can we improve?

• Key metrics in plain language: service speed, accuracy, and satisfaction scores—no jargon, just the numbers that matter.

• Next steps: concrete tasks with deadlines. No fluff, just progress.

And what to avoid:

• Don’t turn the meeting into a status diary for everyone to read aloud. It’s not about listing tasks; it’s about moving them forward.

• Don’t let it drift into venting without resolution. If a topic becomes purely a complaint, park it and address with the right people later.

• Don’t skip the minutes. A quick note on what changed and who’s on the hook prevents miscommunication.

Keeping it inclusive, even when everyone isn’t in the same room

In a brick-and-mortar setting like Jersey Mike’s, some teammates might be on-shift while others step away for breaks. If your team is dispersed—perhaps a district-wide huddle or a hybrid schedule—keep the cadence intact and make the meeting accessible:

• Time zones and shifts: schedule at a time that fits most folks or offer a quick recap video for anyone who couldn’t join.

• Readable notes: post the agenda and action items where everyone can see them, such as a shared drive or a chat channel.

• Short, snappy updates: for remote teammates, you might use a quick round-robin in which each person shares one highlight and one need.

A concrete, store-floor scenario you can relate to

Picture this: it’s the lunch rush at a busy Jersey Mike’s. Your team meets for 30 minutes at the end of the previous shift, before the next wave hits. You start with a quick cheer for yesterday’s smooth ordering and a shout-out to the crew member who kept the slicer clean during the rush. Then you move to a single update: “We’re short on green peppers today; will need to shift some prep time.” A blocker appears: the bread warmer hiccuped during the peak, causing a small delay. The team assigns an owner to check the warmer after this lunch, and they set a deadline for a quick fix. You wrap with priorities for the week: “Keep the line moving, reduce wait times by 15 seconds per order, and gather positive customer feedback on speed.” By the time the next wave walks in, everyone knows the plan, and the energy feels purposeful, not chaotic.

A few more reflections to keep you honest

Regular meetings aren’t magic spells. They’re a disciplined habit that helps a team stay in sync and move forward together. Some leaders love the routine; others resist the timetable because it feels like extra work. Here’s a gentle nudge to stay with it:

• If you’re tempted to skip a meeting, remember what you risk: miscommunication, duplicated effort, and delayed decisions. A single missed session can ripple through a busy shift.

• If the team feels the meeting is dragging, trim the fat. Remove low-value topics, tighten the timebox, and invite a different voice to shake things up.

• If you’re not seeing progress, reexamine the cadence. Maybe a longer session every other week helps, or perhaps a midweek quick check-in keeps momentum.

How to start this week without chaos

Launch a simple cadence and test it for four weeks. Here’s a starter plan:

• Decide on a cadence: weekly for the main team, with a brief optional touch-base midweek if needed.

• Set a default duration: 30 minutes, with a clear start and end time.

• Create a one-page agenda: a short list of updates, blockers, and actions. Share it 24 hours before the meeting.

• Appoint a facilitator: rotate the role so everyone gets a chance to steer the conversation.

• Gather quick feedback: after the first few meetings, ask, “What helped? What should we stop?” Keep what adds real value.

Why this cadence matters for a Jersey Mike’s team

Let’s connect the dots. Regular team meetings aren’t just about “talking.” They’re about building a shared sense of purpose. When your crew meets consistently, you’ll notice:

• Better service speed and consistency: teams catch issues before they become big problems.

• More ownership: people step up when they know their input matters and when tasks are clearly assigned.

• Stronger morale: a steady rhythm creates predictability, and predictability reduces stress.

• Faster problem-solving: talk about a hurdle today, have it resolved tomorrow.

A gentle reminder

The right cadence depends on your store’s unique tempo. The goal is steady communication, clear ownership, and a sense that every team member is part of the same effort. That’s how you keep both the craft of making great subs and the culture of your team strong.

If you’re shaping your own meeting rhythm, start with something simple, then adjust as you learn. And if you pause to measure, you’ll likely discover a rhythm that fits your crew like a well-made sandwich fits its toppings—delicious, reliable, and just right for the moment.

Final thought: the regular habit that keeps momentum

Regular team meetings are a simple, powerful tool. They’re not flashy, but they’re dependable. They help everyone stay informed, move forward, and feel connected to the bigger picture. In the end, it’s about creating a rhythm your team can rely on—one that makes busy days feel smoother, customer lines move faster, and every member of the crew know what comes next. And that, more than anything, keeps both the subs and the spirit consistent, day after day.