Operational Excellence: How to Lead Effective Team Meetings (monthly leadership & weekly team huddle)
We all know, most veterinary teams don't get excited when they hear "let's have team meetings." We've all been to a meeting that felt like a waste of time or lacked a consistent rhythm that allowed for open discussions, problem-solving, and adequate weekly preparation.
That's why we sat down with Dr. Michele Drake, founder of the Drake Center for Veterinary Care and co-founder of GeniusVets, to examine exactly what she does to hold effective meetings on a weekly and monthly basis.
Dr. Michele Drake says it best:
"You have to make space to lead. If you don't, the chaos will lead to you."
So, let's walk through what that looks like at a foundational level, to start leading your practice meetings with intention that leads to transforming how your clinic communicates.
Think of Team Meetings Like Preventive Care
You wouldn't wait until a patient is in crisis to offer care, so don't wait until your team is burnt out, misaligned, or spiraling to communicate. Just like regular wellness visits keep pets healthier in the long term, regular meetings keep your clinic running with less friction and more focus.
There are two key touchpoints every practice should have:
- A Monthly Leadership Meeting for strategy, goals, and team development
- A Weekly Team Huddle for quick, clinic-wide alignment
Both are investments of time that pay off in a stronger culture, smoother operations, and fewer issues to resolve.
The Monthly Leadership Meeting
This is your time to step back and lead from the balcony, rather than the trenches. Dr. Drake recommends putting this on the calendar once a month, with your practice owner, manager, and anyone else in a leadership position (like Front Lead, Back Lead, and possible associate).
Keep it focused, but don't rush. This is not a huddle. This is your strategic touchpoint.
Here's a structure Dr. Drake has found works well:
- Review Metrics: Examine production, client visits, and new client numbers, discussing trends rather than just numbers.
- Celebrate Wins: What went well this month? Did a team member step up in a new way? Did you reduce appointment wait times or launch a new process? Pause and acknowledge.
- Discuss Friction Points: Don't just talk about problems. Identify where systems or communication broke down. This is where you keep your "process" side of the triangle in check.
- Define Priorities for the Month Ahead: Choose 1–3 clear, actionable goals. Assign ownership. Set deadlines. Follow up next month.
Team meetings aren’t about checking a box. It's about reinforcing your values, keeping your leadership team unified, and creating the momentum your practice needs.
The Weekly Team Huddle
Now let's talk about the heart. That's what your weekly team huddle is all about. These 10- to 15-minute standups keep your team connected, focused, and informed.
Huddles create consistency, even in the chaos. They prevent the whispers of miscommunication from growing into full-blown frustration.
Here's what Dr. Drake recommends covering:
- Reminders or Updates: Share any information the team needs to know, such as shifted schedules, training opportunities, or upcoming events.
- Focus of the Week: It may be client communication, prescription refills, or improving handoffs between techs and doctors. Keep it relevant and straightforward.
- Recognize Team Members: Culture is what you reward. Use huddles to give real-time praise. Even better, invite the team to share shout-outs.
- Ask for Input: Create space for team members to raise questions or share ideas. This is how you build psychological safety.
You don't need slides. You don't need snacks. You just need consistency. It's one of the most powerful ways to strengthen culture and support performance.
Meeting Mistakes to Avoid (We've All Been There)
Here's where meetings go sideways:
- They're too long, too vague, or happen inconsistently
- They become a one-way lecture from leadership
- They focus only on what's broken and not what's working
- They get skipped because "we're too busy"
Genius Reminder: When things feel chaotic, that's when your meetings matter most. Canceling them just feeds the storm.
Dr. Drake's Advice for Leading with Heart
"Practice owners often tell me they want more time to lead," Dr. Drake says.
"My response is simple: schedule it. Your team is looking to you for clarity. If you don't set the pace and tone, someone, or something else will."
She also reminds us that meetings are where values get lived out, not just written down. If "teamwork" is a core value, how are you celebrating collaboration in your huddles? If "growth" matters, are you using leadership meetings to develop your future leaders?
Leadership isn't just about making decisions; it's about inviting your team into the process and building a culture where every voice matters.
Let Us Help You Create Structure That Supports Growth
If you're ready to establish operational rhythms that foster trust, alleviate stress, and support your clinic's growth, we'd be delighted to support you.
At GeniusVets, we specialize in helping veterinary leaders lead with intention. From communication systems to culture coaching, we're here to help you move from firefighting to forward momentum.
Book your complimentary Marketing Health Exam today, and let's take a closer look at how your current operations are supporting (or slowing down) your growth.