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Daily huddles are a key part of managing construction teams effectively. But what’s the best way to get them right? How can you make them impactful and ensure success consistently? Let’s dive into the details of running a daily huddle and how you can implement this system smoothly in your project.

Deciding the Purpose of Your Daily Huddles

The first step in running a successful daily huddle is understanding its purpose. Don’t just conduct a huddle because someone told you to; be clear on why you’re gathering the team. Ask yourself: What do I want to communicate? What’s the goal? Establishing a purpose will ensure that the time spent in the huddle is valuable for everyone.

Creating the Right Space for Your Huddles

Once you know the purpose, you need to set up a great environment for the huddle. The success of your huddle often depends on the physical space where it takes place. Consider your visuals, signs, boards, seating, tables, and equipment like microphones if necessary. Whether indoors or outdoors, the layout of your huddle area should foster productivity and collaboration. A well-organized space creates a smoother and more focused meeting.

Using Visuals Effectively

Talking should be minimal in daily huddles; instead, use visuals to communicate. Encourage team members, like trade partners, to actively engage with the visuals, whether they are isometrics of the building, zone maps, or logistics plans. Invest time in preparing your visuals, whether laminated behind Plexiglas or dry erase-friendly, so they can be used interactively. Visuals that allow the team to collaborate on plans and problems will enhance the efficiency of the huddle.

Setting Realistic Expectations

It’s important to note that your daily huddles won’t be perfect right away. Expect them to improve gradually over time. Initially, they may feel unstructured or unproductive, and it may take up to six weeks to reach a level where your meetings are smooth and you’re proud of their effectiveness. Give yourself and your team some time and patience to settle into a routine.

The Lean Builder Approach to Daily Huddles

If you’re following The Lean Builder methodology by Joe Donarumo and Keyan Zandy, you’ll find a structured approach for running daily huddles. This system focuses on a few essential steps:
  1. Set a regular time and place – Consistency is key.
  2. Keep it short and focused – Avoid distractions and stick to the point.
  3. Start with a safety moment – Prioritize safety discussions.
  4. Review the previous day’s performance – Highlight what was achieved and what wasn’t, along with a score for committed activities.
  5. Set clear daily goals – Define goals simply for today and tomorrow.
  6. Identify and address obstacles – Remove roadblocks to ensure smooth workflow.
  7. Coordinate activities and resources – Make sure everyone is on the same page.
  8. Promote collaboration and accountability – Encourage team effort.
  9. Close with a positive note – End on a motivational high.
I highly recommend checking out The Lean Builder if you’re looking to implement the Last Planner System in your projects.

My Personal Approach to Daily Huddles (Jason Schroeder Style)

I’ve adapted the original Last Planner System to suit my personal workflow. Here’s how I run my daily huddles:
  1. Weekly strategic meetings – Early in the week, I meet with my team to review the master schedule, especially focusing on procurement.
  2. Daily huddles in the afternoon – I conduct these to plan the next day’s work. It allows trade partners and foremen to prepare for the next day ahead of time.
  3. Worker huddles in the morning – These short, focused meetings (5-10 minutes) bring workers together to discuss the day’s plan. It ensures everyone is aligned and creates a strong team culture.

What Happens in the Afternoon Foremen Huddle

During the afternoon foremen huddle, I follow this structure:
  • Collect daily reports – Review performance metrics and reports from the current day.
  • Positive moments and shout-outs – Create a culture of praise and recognition.
  • Feedback on improvements – Highlight areas where cleanliness, safety, or production need attention.
  • Gather information on roadblocks – Identify problems early and make plans to address them.
  • Visual problem-solving – Use red markers or magnets to highlight major issues on the site and discuss solutions.

Preparing for the Next Day

At the end of the foreman huddle, each trade partner leaves with a clear assignment. The visuals and plans discussed are shared electronically or printed for the teams to review. The next morning, during the worker huddle, these plans are communicated, which helps foster buy-in, goodwill, and teamwork.

Agenda for Your Daily Huddles

Here’s a quick outline of the daily huddle agenda that I follow:
  • Shout-outs and praise
  • Feedback from the previous day
  • Review of deliveries and inspections
  • Safety focus
  • Permits and weather preparations
  • Training (1-2 minutes)
  • Plan for the day – Discuss anything out of the ordinary or critical for the team to know.
The main purpose of your daily huddle should be to plan the next day, solve real problems, and ensure that everyone is aligned and ready to work as a cohesive team.

If you want to learn more we have:

-Takt Virtual Training: (Click here)
-Check out our Youtube channel for more info: (Click here) 
-Listen to the Elevate Construction podcast: (Click here) 
-Check out our training programs and certifications: (Click here)
-The Takt Book: (Click here)

Discover Jason’s Expertise:

Meet Jason Schroeder, the driving force behind Elevate Construction IST. As the company’s owner and principal consultant, he’s dedicated to taking construction to new heights. With a wealth of industry experience, he’s crafted the Field Engineer Boot Camp and Superintendent Boot Camp – intensive training programs engineered to cultivate top-tier leaders capable of steering their teams towards success. Jason’s vision? To expand his training initiatives across the nation, empowering construction firms to soar to unprecedented levels of excellence.

On we go!