28 Jan 2026 · 1 min
Bill Gallagher explains why most business owners never find time to work on strategy. He walks through the meeting rhythms that protect it: daily huddles, weekly meetings, one-on-ones, quarterly planning. A manufacturing client went from chaos to clarity by locking in these cadences.
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Do you have trouble ever finding any time to work on the business? You're always in the business. You're always doing the job. I don't care what size you are. I hear the same thing from companies in a few million to many, many million, from a few dozen people to even thousands of people. If you can't find time to work on the business, we've got something for you. Hi there, I'm Bill Gallagher, scaling coach and host of the Scaling Up Business podcast. We've got these kinds of tips, deep dive interviews with our guru's experts and authors, and getting real conversations with CEOs about how they grew their businesses. All that and more@scalingcoach.com or wherever you get your podcasts and and video content, YouTube, iTunes, Stitcher, Spotify, et cetera. So I was working with a manufacturing firm recently and they always seem to be chasing issues, breakdowns, customer calls, having special meetings, that kind of thing. And they couldn't quite find the time to do anything besides their quarterly meeting with me. So every quarter for a few quarters they kept coming back and not making any progress on it. And here's the deal. This really comes down to being proactive about your meeting rhythms. Design your ideal meeting rhythms and then stick to them. If you'll design where they should be and get proactive and work towards the ideal for them. Within about three months you'll be able to get to them and then start to schedule all the other meetings around them. So don't let your suppliers, your customers, your employees, other people sidetrack those meetings. Start to protect the meetings once you've determine the ideal cadence. The Weekly Meeting the ideal time for most teams is on a Monday or Tuesday morning. The daily huddles are usually in the morning, unless you're making some accommodation for time zones. Generally we say a little bit after you arrive, not first thing on walking into the office or logging into the day. Right. If you're working remotely with teams, not the first thing that they do is they get that's the daily huddle. One on one's typically Friday afternoons. The quarterly meetings happen either just before or just after the turn of the quarter, somewhere within about three weeks of a quarter turn. And then the annual planning. The latest we like to see is January. Many teams will get it done as early as September doing their annual planning session. But sometime between September and January is when the annual plan can come in and get done. And then each quarter we do a quarterly plan. Each week we check how we're doing on that. Each month we add a little more time for problem solving and learning at a deeper level. We do our one on ones on Friday and then we do a quick daily huddle. That's the regular meeting cadence. And if you'll get it in and design it well and then start to iterate on it, tweak it, you'll make it yours and it'll make a real difference in your business. Thanks again. I'm Bill Gallagher, Scaling Coach and host of the Scaling Up Business podcast. You'll find all that and more scalingcoach.com talk to you again next time. Keep Scaling.
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