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GembaDocs Team Practicing Lean – Morning Meeting Improvement!

We've revamped our Monday morning meetings (MMM) by replacing the traditional Book Club with a team-driven learning approach which leads to our own HQ lean improvements.
  • 20 February 2025
  • GembaDocs HQ

We continuously refine how we work at GembaDocs HQ, and one of our latest improvements is to our regular morning meetings. 

Where previously, we had a Book Club section, but after covering the key books, we introduced a new approach: each week, a team member selects a learning resource—such as a video or article—and shares key takeaways. The team then discusses how to apply these lessons in our organization.

This shift has increased engagement, ensured relevant learning, and strengthened our lean principles. 

Additionally, we’ve streamlined our internal communication by centralizing our tech stack, reducing duplication, and keeping our team tightly connected. 

By embracing constraints and focusing on efficiency, we foster a culture of creativity rather than relying on unnecessary spending.


Key Improvements to our MMM at GembaDocs

  • Morning Meeting Overhaul: Replaced Book Club with team-driven learning discussions.
  • Stronger Collaboration: Encouraged every team member to contribute insights and apply learnings.
  • Streamlined Communication: Reduced duplication by integrating tools into three core systems.
  • Lean Thinking in Practice: Staying small and efficient to enhance creativity and eliminate waste.

“Constraints foster creativity. Staying lean means we don’t just throw money at problems—we find smarter, better solutions.” Tom Hughes

Monday Morning Meeting - Resource Slide - GembaDocs

Technology Improvements at GembaDocs

One of the key advancements we’ve made at GembaDocs is streamlining our internal technology stack. Previously, we had duplicated tools and scattered information across multiple platforms. This led to inefficiencies and unnecessary complexity.

With the leadership of our Growth Director, we consolidated our tech into three core systems. This integration has:

  • Eliminated Duplication: Redundant tools and processes have been removed, making information easier to access.
  • Improved Connectivity: Our team now works within a unified system, ensuring seamless communication.
  • Increased Efficiency: A more structured approach to information management allows us to operate in a leaner, more effective way.
  • By reducing complexity, we’ve strengthened our ability to collaborate, share knowledge, and stay aligned on key priorities. This is another step in making our organization as lean and effective as possible.

“Simplifying our tech stack wasn’t just about reducing tools – it was about creating clarity, cutting waste, and making collaboration effortless.” Tom Hughes

And what are our core tech systems we’ve adopted? Here’s our top 3 helping us be lean, and provide service to our subscribers.

  • HubSpot – our CRM and marketing platform (which our own GembaDocs platform talks to)
  • Google Drive – our operations hub
  • TawkTo – home to our new support system

We’ll be sharing regular MMM insights, lean practices and improvements we make at GembaDocs HQ here on the Lean Cave going forward.

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