Right People, Right Seats – Structuring Your Team for Growth in 2025
Why the Right Team Structure Drives Business Success
As a business owner, you’ve likely felt the strain of wearing too many hats or relying on a handful of key staff to keep things running. Without a clear team structure, decision-making slows, accountability weakens, and growth becomes difficult to sustain.
Getting the right people in the right seats isn’t just about hiring—it’s about designing a functional team structure that supports your business goals. When your org chart aligns with your business strategy, execution becomes smoother, and your team works with greater clarity and confidence.
We have developed an actionable framework to help SMEs build their functional organisational chart, ensuring each role aligns with the bigger picture. In this guide, we’ll cover:
How to create an organisational accountability chart that fits your future vision.
The importance of regular feedback and 1:1 check-ins to align staff performance.
How to reinforce company values and vision in everyday team interactions.
The power of peer-to-peer recognition and incentives to build a high-performance culture.
Step 1: Building a Functional Organisational Chart
A well-structured organisational chart isn’t just about listing job titles. It’s about defining the key functions of the business and ensuring every role contributes to the larger strategy. Instead of starting with existing employees, start by mapping out the functions your business needs to succeed.
How to Build Your Organisational Chart:
Forget your current setup – Imagine your business three years from now, running efficiently. What roles are essential?
Define key departments – Typically, businesses have 3-5 major areas: Sales & Marketing, Operations & Delivery, Finance & Compliance.
List the key functions – Instead of thinking about who does what today, outline the roles that should exist.
Assign responsibilities – Ensure that every function has clear ownership and accountability.
Match people to roles – Once your structure is clear, map your existing staff to the appropriate positions.
Why This Matters:
Eliminates bottlenecks—No more single points of failure where all decisions funnel through one person.
Clarifies accountability—Everyone knows their role and what success looks like.
Supports business growth—A clear structure allows you to scale efficiently.
Download our Organisational Chart Template to start building your team structure today.
Step 2: Building a Strong Meeting Rhythm
We all know the common complaint—"meetings are a waste of time." But in reality, well-structured meetings with clear agendas, the right attendees, and documented follow-ups are critical to business success.
A strong Rhythm of Meetings ensures that:
The right teams meet at the right frequency to review key information.
Decisions are made efficiently, and accountability is clear.
Actions and follow-ups are documented to drive execution.
As Lisa Bodell highlights in Kill the Company, businesses should "kill useless meetings" and redesign the way information flows to improve efficiency and drive growth.
How to Implement a Productive Meeting Rhythm:
Daily Standups (5-10 min) – Quick check-ins for team alignment.
Weekly Tactical Meetings (30-60 min) – Focus on progress, challenges, and immediate actions.
Monthly Strategic Meetings (1-2 hours) – Deep dives into performance, initiatives, and forward planning.
Quarterly & Annual Strategy Reviews – Reviewing the bigger picture and resetting priorities.
Kill Useless Meetings – If a meeting has no clear agenda, purpose, or outcome, eliminate or restructure it.
Pro Tip: Ensure every meeting has:
A clear agenda sent in advance.
The right attendees—only those who need to be there.
Action items recorded and assigned for accountability.
Step 3: Implementing Effective 1:1 Feedback & Check-Ins
Beyond structured meetings, key 1:1 meetings with staff play a vital role in aligning individual goals with company objectives. These meetings provide a chance to:
Check-in on employee progress toward personal and business goals.
Ensure alignment between individual career growth and company vision.
Address any roadblocks before they become bigger issues.
Reinforce the importance of values and execution on Wildly Important Goals (WIGs).
How to Run a Great 1:1 Meeting:
Schedule bi-monthly or monthly 1:1s—A predictable rhythm builds trust.
Follow a structured agenda—Check in on performance, challenges, and career aspirations.
Use the company vision & values as a guide—Ensure employees see how their work contributes to the bigger picture.
Review WIGs (Wildly Important Goals)—Are they on track? What support is needed?
Use our 1:1 Check-In Template—Ensure consistency in conversations and documentation.
Pro Tip: Your team wants to feel valued and understood. A well-structured 1:1 helps them stay engaged, aligned, and motivated.
Step 4: Rewarding & Recognising Employees Who Live Your Values
People thrive in an environment where their efforts are recognised and appreciated. Peer-to-peer recognition and incentives are powerful tools to drive engagement and reinforce company values.
How to Implement an Effective Recognition Program:
Create a peer-nominated reward system—Let employees recognise their colleagues for demonstrating company values.
Make recognition public—Acknowledge efforts in team meetings, Slack, or internal newsletters.
Tie incentives to values—Offer meaningful rewards for employees who go above and beyond.
Encourage informal recognition—A simple “thank you” or shoutout reinforces a culture of appreciation.
Example: Introduce a “Living Our Values” award where employees can nominate peers who exemplify company culture.
Why This Matters:
Employees who feel valued are more engaged and productive.
Reinforces desired behaviours across the team.
Builds a stronger, more cohesive company culture.
Your Next Steps: Structuring Your Team for Growth
Getting the right people in the right seats is a game-changer for business growth. When you have a clear organisational structure, a strong feedback culture, and a values-driven team, execution becomes effortless.
Start today by:
Downloading our Organisational Chart Template to structure your team.
Scheduling your next round of 1:1 check-ins with staff.
Reinforcing values in daily interactions and recognition programs.
Keep an eye out for our next Strategic Planning Workshops to build a rock-solid foundation for 2025.
