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5 Keys to Effective UVI Meetings

In recent years there has been a lot written about effective business meetings. Unfortunately, there is a negative stigma regarding meetings, as many believe they are too frequent, unnecessary, or ineffective.

If you and your dealership are serious about controlling your pre-owned margins, then having UVI meetings is critical. I have been able to witness firsthand a variety of different UVI meetings and styles. Below are five keys to effective UVI meetings to get you and your team working toward a common goal.

Key # 1: Have a UVI Meeting and it Them Daily

The first place to start…is to start. With as many elements pulling staff in different directions on a minute-by-minute basis, having a daily set huddle-up time will ensure you start communicating effectively. 

I’m sure there are stats somewhere about how many dealerships have a daily UVI meeting, but we’d be willing to guess about a quarter of the industry still does not have a daily UVI meeting. Set a time in the day and make attendance mandatory for those that need to be there. 

UVI Meeting Make Ready Process

Key #2: Keep The Agenda Simple

If you strive for an efficient make-ready department, you should strive only to discuss things that focus on making the process efficient. These meetings should be focused and efficient.  Meetings should be stand-up and kept within 5-15 minutes. To keep things streamlined, key your huddle centered around 3 things:

  1. How is our Process?

  2. Where are the bottlenecks in the Process?

  3. How do we make the Process better??

Reserve these meetings for discussing topics associated with the overall Process. Avoid going down rabbit holes regarding specific vehicles. Vehicles should be spoken about as a group relating to the process. So instead of saying, “we are having an issue with the 2015 F-150; it has XYZ going on,” …. rephrase and say, “Lately, we have been having trouble with the parts ordering process; several vehicles in the last 3 weeks have had their Speed To Market impacted; how can we streamline this?” 

Make your meeting about the process….not the vehicle. Centering your huddle around the Process instead of a vehicle will ensure your team is focusing on long-term profitable goals instead of short-term fixes

Key # 3 Have your information and metrics ready

You need to know how fast vehicles move in and out of your make-ready department. Speed to Market is a term that is picking up steam in the pre-owned world. Managers also need to know if there are any trouble areas or hang-ups on any cars. As a manager, you are there to help the process along. You can step in and assist if you can help remove roadblocks from the process.

Key #4 Ask Question To understand

Having the metrics and info available is a start, but now it’s time to dive into why things are how they are. Ask questions to understand not just what is going on in the process but why it is happening. The owners of the UVI process should be able to identify precisely what needs to be done and where on an individual basis, but they should be ready to share thoughts on how the process can improve based on events within the process. Play “5 Whys” or ask why

Key #5 assign ownership to task and hold your people accountable

Seek first to understand, then be understood. After understanding the current workings of your UVI department, now it is time to get the kinks out of the hose and assign tasks. The key here is to ask how you and your team will tackle any challenges to improve your process and execution.

Your UVI meetings should take place at the same time, the same place, and have the same structure every day. You set the tone of what is to be expected by your staff.  Some of the more ardent believers in the importance of the process will establish a morning and afternoon UVI meeting. How often you have the meeting is dependent on your team. But ensuring you run effectively and have the right information readily available is critical to the success of you and your make-ready team.

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