Shrinking 'Synergy' to fit small crews, practical adaptation?

Hey everyone, I'm directing a short film right now, and like most indie projects, everyone's juggling multiple roles. Our DP is also our gaffer, my AD is helping with props, you get the idea. I'm trying to incorporate the idea of really strong cross-departmental communication (what some might call 'synergy meetings' in a corporate setting) but scaled down for our lean operation.

On bigger sets, I’ve seen dedicated meetings where department heads align on everything from shot lists to costume changes affecting lighting decisions. For us, it often feels like we're just solving problems reactively on set. I've been trying quick huddles before setup, or dedicated 15 minutes during lunch, but it still feels a bit clunky and often ends up just covering immediate issues. Are there any specific structures or approaches you've used to proactively get all your multi-hatted crew members on the same page, even when time is tight?