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How To Run A Biweekly Meeting

To run a biweekly meeting, you should set a consistent schedule, prepare an agenda, invite relevant attendees, facilitate effective communication, closely manage the meeting’s timeline, and document outcomes.

A biweekly meeting is a regularly scheduled meeting that occurs every two weeks. It provides an opportunity for a team, department, or organization to come together to discuss progress, address challenges, share information, and make decisions.

These meetings often have a set agenda and may involve discussing ongoing projects, work updates, goal tracking, and problem-solving. Biweekly meetings serve as a platform for effective communication, collaboration, and coordination to ensure everyone is aligned and working towards common objectives.

What are the challenges of a Biweekly Meeting?

  1. Maintaining Overview: Tracking progress since the last meeting can be challenging. It’s essential to remember previously discussed topics and unresolved issues. This ensures continuity and effective problem-solving across meetings.
  2. Agenda Preparation: Deciding on key topics for the current meeting is critical. The agenda should be focused and relevant to your team’s current priorities. This helps in making meetings productive and goal-oriented.
  3. Prepared Participants: Ensuring that all attendees are up-to-date with relevant topics and materials is vital. This preparation prevents prolonged discussions and promotes efficient decision-making, keeping the meeting concise and on track.

What is the purpose of a Biweekly Meeting?

Running biweekly meetings as a leader serves several purposes. It ensures regular communication and alignment within the team, promotes collaboration and problem-solving, facilitates decision-making, and provides an opportunity for updates and progress tracking. Additionally, it enhances team morale, fosters accountability, and creates a platform for feedback and addressing challenges collectively.

How To Run A Biweekly Meeting: Step-By-Step

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Step 1: Decide on Meeting Schedules

To determine the timing of the meetings, aim for a frequency of once every two weeks and consider scheduling them on a day and time that is most convenient for the majority of participants, ensuring everyone’s availability and maximizing attendance.

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Step 2: Establish the Purpose

The purpose of the meeting is to address and resolve urgent business issues by dedicating each session to a specific focus or topic. This ensures efficient problem-solving and allows for targeted discussions and decision-making.

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Step 3: Identify Participants

It is crucial to carefully select individuals to attend these meetings, opting for stakeholders who possess valuable perspectives and expertise necessary to contribute meaningfully towards achieving the meeting’s objectives.

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Step 4: Create a Meeting Agenda

An effective meeting agenda is essential for a productive meeting. It should outline the topics to be covered, identify clear objectives, and provide participants with sufficient time for preparation. A concise, relevant agenda distributed in advance sets the stage for a successful and efficient discussion.

Our Meeting App ZipDo prioritizes a team-based method in meeting agenda development. Every meeting imported via calendar sync is instantly equipped with a shared workspace for agenda creation and adjustments. By classifying meetings into channels, we ensure all members of these channels have direct access to the agendas, thus facilitating a more collaborative approach and eliminating the need for individual permissions.

Learn how to write an effective meeting agenda here.

Here you can see the editor in our app ZipDo, which allows you to collectively create and prepare the meeting agenda.

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Step 5: Send Invitations

It is important to send meeting invites to all participants at least a week in advance, allowing them enough time to prepare. Make sure to include the purpose, date, time, location/online link, and agenda in the invites.

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Step 6: Make Meeting Material Available

To ensure everyone is well-prepared, share relevant documents or presentations with all meeting attendees in advance. This will allow participants to review and familiarize themselves with the materials that will be referenced during the meeting.

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Step 7: Conduct the Meeting

When hosting the meeting, be sure to stick to the predetermined agenda and schedule. Encourage open dialogue while ensuring that discussions remain on track and aligned with the meeting’s objectives.

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Step 8: Assign Tasks

It is crucial to assign actionable tasks to participants during the meeting, ensuring everyone understands their roles and next steps. This clarity sets the foundation for effective collaboration and ensures progress is made before the meeting concludes.

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Step 9: Document the Meeting

Meeting participants must assign one person to record important discussions, decisions, and actions taken. These meeting minutes ensure proper follow-up and are a vital document for effective communication and accountability.

Leverage ZipDo to centralize your meeting notes in designated channels, allowing for team editing. This approach streamlines meeting preparations and follow-ups, ensuring easy access and searchability of information. Quickly revisit previous meetings’ notes with a timeline click for recurring sessions, and set up notes ahead of time for upcoming meetings.

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Step 10: Share Meeting Minutes

Sharing the meeting notes promptly with all participants after the meeting ends is crucial for maintaining alignment and ensuring that absentees remain updated. It fosters effective communication, knowledge sharing, and enhances overall productivity within the team.

With ZipDo, our innovative app, creating and sharing meeting minutes is effortless. Your meetings are automatically imported from your calendar and sorted into channels. Inviting team members to these channels provides them access to meetings. By sharing the minutes in the channel’s workspace, you ensure that every team member stays updated.

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Step 11: Follow Up on Actions

To optimize subsequent meetings, it is crucial to confirm progress on assigned tasks. This ensures that everyone is aligned and prepared, ultimately boosting the effectiveness of future meetings.

Questions to ask as the leader of the meeting

1. “What progress have we made since our last meeting?”
Explanation: This question assesses the team’s progress and allows the leader to track the productivity and accomplishments of the team, ensuring everyone is on track and meeting their objectives.

2. “Are there any roadblocks or challenges hindering our progress?”
Explanation: This question prompts team members to report any obstacles they are facing, enabling the leader to provide timely support, resources, or guidance needed to overcome these challenges and maintain momentum.

3. “What opportunities or potential improvements have you identified?”
Explanation: This question encourages team members to share their perspectives on potential areas for growth, innovation, or process improvement. It fosters a culture of continuous improvement and supports proactive problem-solving within the team.

4. “What goals or objectives do we need to focus on in the upcoming weeks?”
Explanation: This question allows the team to align their efforts with the broader organizational goals. By discussing future priorities, the leader ensures that the team stays focused on the most critical tasks and objectives, avoiding potential deviations or distractions.

5. “Is there anything we need to communicate or coordinate with other departments or stakeholders?”
Explanation: This question emphasizes the importance of effective collaboration and communication outside the team. It allows the leader to capture any upcoming cross-functional activities or dependencies, ensuring smooth coordination between teams or departments.

6. “Do you have any feedback or suggestions for improving our team’s dynamics or processes?”
Explanation: This question empowers team members to share their opinions and insights regarding team dynamics, communication, or collaboration. It promotes a collaborative environment where everyone has a voice and contributes to creating a more efficient and harmonious working atmosphere.

7. “What resources or support do you need to excel in your roles?”
Explanation: This question ensures that team members have the necessary resources, tools, or training to perform to the best of their abilities. It also allows the leader to identify any potential gaps and address them promptly, enabling the team to excel.

8. “How can we celebrate and recognize the team’s achievements?”
Explanation: This question acknowledges the importance of celebrating successes and recognizing the team’s efforts. It fosters a positive and supportive work environment, boosting morale and motivating team members to continue striving for excellence.

As a leader, preparing a biweekly meeting agenda is crucial for effective communication and productivity. Start by setting clear objectives, followed by outlining relevant topics and allocating time for discussions. Prioritize important items and communicate expectations to team members. Finally, distribute the agenda beforehand to ensure everyone is prepared and can contribute meaningfully to the meeting.

How To Prepare For A Biweekly Meeting
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Topics that should be discussed on a biweekly meeting may include project updates, team goals and progress, upcoming deadlines and deliverables, challenges and roadblocks, resource allocation, process improvements, and brainstorming new ideas and strategies. These discussions help ensure alignment, track progress, and foster collaboration among team members.

See Our Biweekly Meeting Template
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Software tools to facilitate a Biweekly Meeting

Software can greatly assist leaders in running efficient biweekly meetings. It allows them to schedule and plan the agenda, create and distribute meeting materials, and track the progress of action items. With features like timed reminders and collaborative note-taking, software streamlines the entire meeting process, enabling leaders to focus on fruitful discussions and decision-making.

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Conclusion

In conclusion, effectively running a biweekly meeting requires careful planning, effective communication, and a commitment to productivity and progress. By following the steps outlined in this blog post, you can ensure that your biweekly meetings are productive, engaging, and beneficial for all participants. Remember to set clear objectives, create an agenda, encourage active participation, and follow up on action items. With these strategies in place, your biweekly meetings will become a valuable tool for collaboration, problem-solving, and achieving desired outcomes. So, go ahead and implement these suggestions to make your biweekly meetings more meaningful and impactful for your team or organization.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What is a biweekly meeting?

A biweekly meeting refers to a meeting that occurs once every two weeks. It is a regular gathering scheduled with a two-week interval between each session.

What are the benefits of a biweekly meeting?

Biweekly meetings allow teams to stay connected and abreast of important updates, while not taking too much time away from the main work tasks. They provide a set schedule to discuss ongoing projects, make plans, resolve issues, and share information.

Are biweekly meetings more effective than daily meetings?

Biweekly meetings can be more effective than daily meetings depending on the nature of the work. They reduce meeting fatigue and allow for more substantial updates and discussions due to the longer period between each meeting.

What should the agenda for a biweekly meeting include?

A typical agenda for a biweekly meeting could include reviewing progress on ongoing projects, discussing any challenges or issues that have arisen, planning for the next two weeks, and sharing important updates or announcements.

What can be done to ensure productivity in a biweekly meeting?

To ensure productivity in a biweekly meeting, it is essential to have a clear agenda, start and finish the meeting on time, encourage participation from all members, keep discussions focused and relevant, and assign actionable tasks with clear responsibilities and deadlines.

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