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How To Run A Check In Meeting

Successfully run a check-in meeting by preparing an agenda ahead of time, fostering open communication to address updates and challenges, aligning the team on goals, and determining the next steps.

A Check-In Meeting is a regular, usually brief meeting typically involving a supervisor and a team member, aimed at providing a consistent and open channel for communication. The purpose of this type of meeting is to explore progress on assigned tasks, address any questions or challenges, share updates, and provide feedback. Check-In Meetings are less formal than performance reviews and more dynamic, allowing for real-time adjustment of strategies, enhancing team collaboration, and overall improving productivity. These meetings help in keeping everyone in sync, ensuring tasks are on track, and morale is high.

What is the purpose of a Check In Meeting?

The purpose of running a check-in meeting as a leader is to ensure effective communication, foster team collaboration, and assess progress towards goals. It provides an opportunity to address any challenges or issues, provide guidance and support, and boost morale. Regular check-ins help maintain productivity and drive overall team success.

How To Run A Check In Meeting: Step-By-Step

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Step 1: Scheduling the Meeting

The primary step in organizing a meeting involves identifying a time and date suitable for all participants. Once agreed upon, establish the length of the meeting and circulate a calendar invite. Within the invite, ensure to communicate the meeting’s objective and a detailed agenda, providing topics for discussion and clarity on what attendees should come prepared to contribute.

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Step 2: Preparation for the Meeting

Before any meeting, it’s critical for all participants to thoroughly understand the meeting’s intentions and the topics that will be discussed. This includes reviewing agenda items and preparing relevant documents or information to present. This groundwork aids in contributing meaningfully to discussions and achieving productive outcomes.

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Step 3: Beginning the Meeting

Initiate the meeting punctually, presenting all attendees. Make clear the reason for convene along with the detailed agenda. Such clarity guarantees uniform understanding. It’s advantageous to deliver a brief on actions taken since the previous meeting, aligning everyone with past advancements, fostering coherence and continuity.

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Step 4: Individual Check-In

During meetings, every participant is designated a set time to provide updates on tasks or projects that fall under their responsibility. This includes presenting a report on their current progress, any obstacles they’ve encountered, and prospective courses of action. This portion of the meeting is greatly beneficial because it allows fellow team members to offer helpful resources, constructive advice or direct assistance, fostering a collaborative work environment and ensuring any issues are addressed promptly.

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Step 5: Discussion

Once all attendees have shared their updates, initiate a general discussion catering to various important aspects such as problem-solving, brainstorming, informed decision-making or further updates concerning team or corporate affairs. An open dialogue creates space for free exchange of thoughts and novel ideas.

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Step 6: Recap and Action Items

Condense meeting details highlighting insights and inferences, most importantly, future actions. Ensure everyone is clear about responsibilities and deadlines, helping to refine strategies and prevent confusion, thereby streamlining the process for effective collaboration and seamless execution of tasks.

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Step 7: End the Meeting

In closing the meeting, it’s immensely valuable to end on a positive note, expressing your appreciation for everyone’s active involvement, thoughtful inputs, and diligent efforts. Reinforce the shared communal spirit by acknowledging individual contributions. Lastly, ensure everyone is reminded of the subsequent check-in meeting’s date and time, fostering a sense of continuity.

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Step 8: Follow-Up

After the meeting, ensure to distribute the minutes summarizing each member’s updates, the overall review, and each team member’s assigned tasks. This document not only acts as a practical reference for the discussion that took place, but it also ensures everyone remains informed, aligned and accountable for their respective responsibilities.

Questions to ask as the leader of the meeting

1. What progress have you made since our last check-in?

This question allows the leader to assess the level of productivity and accountability of their team members, and also helps identify any challenges they might be facing.

2. What obstacles or challenges have you encountered?

Knowing the obstacles faced by team members helps the leader understand the areas that may need additional support or resources.

3. Do you need any additional resources or assistance to overcome these obstacles?

Asking this question demonstrates the leader’s willingness to help and support their team members in ensuring their success.

4. Are you satisfied with the progress you are making?

This question promotes self-reflection and highlights the team member’s level of motivation and engagement in their work.

5. Are there any ideas or suggestions you would like to share with the team?

By encouraging team members to share their ideas and suggestions, a leader can harness the creativity and innovation within the team.

6. Do you require any feedback or guidance on your work?

This question ensures that team members receive the necessary feedback and guidance to perform at their best.

7. Are there any areas where you would like to develop your skills or knowledge?

Asking this question aids in identifying opportunities for growth and development, leading to greater job satisfaction and employee retention.

8. Is there anything else you would like to discuss or any questions you have for me?

By giving an open opportunity for team members to bring up any other issues or concerns, a leader can effectively address and resolve potential problems.

9. What goals do you have for the upcoming period?

Asking about goals encourages individual contribution and aligns the team’s efforts towards a common objective.

10. How can I support you in achieving your goals?

This question demonstrates the leader’s commitment to supporting their team members and ensuring their success.

11. Is there anything you need from me to improve your productivity or work experience?

By addressing potential obstacles or limitations, a leader can create a more conducive work environment for their team members.

12. Do you have any suggestions on how we can improve our team processes or communication?

Asking about suggestions for improvement demonstrates the leader’s openness to feedback and fosters a culture of continuous improvement within the team.

As a leader, preparing a check-in meeting agenda is crucial for an effective and efficient discussion. Start by identifying the key topics to address, such as project updates, challenges, and team progress. Prioritize the most important items and allocate specific time slots for each. Share the agenda in advance, allowing team members to prepare and contribute, ensuring a productive meeting.

How To Prepare For A Check In Meeting
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During a check-in meeting, it is important to discuss various topics such as project progress, challenges faced, upcoming deadlines, resource allocation, and team collaboration. Additionally, discussing any changes in scope or requirements, client feedback, and individual goals can provide a comprehensive overview of the project’s status and ensure effective communication within the team.

See Our Check In Meeting Template
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Software tools to facilitate a Check In Meeting

Software helps leaders run check-in meetings by providing a structured format and automating tasks. It allows leaders to create meeting agendas, assign tasks, and track progress. With features like automated reminders and notifications, leaders can ensure everyone stays accountable and informed. Software also facilitates real-time collaboration and feedback, making check-in meetings more efficient and productive.

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Conclusion

Running a successful check-in meeting doesn’t have to be daunting. By following the straightforward steps outlined in this article, you can transform your meetings from stressed-out occasions into productive discussions. Establish a firm agenda, prepare in advance, facilitate open communication, provide room for feedback, and route the course for the future. Keep them short, sharp, and goal-oriented; your team will leave your sessions feeling driven and valued. Ultimately, the effectiveness of a check-in meeting derives not from the meeting itself, but from the actions that follow. Therefore, ensure consistent follow-ups and updates. Isn’t it time we changed the narrative and started having meetings that people look forward to?

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 the purpose of a Check In Meeting?

The purpose of a Check In Meeting is to provide an opportunity for team members to update each other on progress, discuss challenges or obstacles, and align on priorities or goals. It helps to facilitate communication, ensure everyone is in sync and maintain team momentum.

How often should Check In Meetings be conducted?

The frequency of Check In Meetings can vary depending on the project or team needs. Typically, they are held weekly or bi-weekly. However, in certain cases such as tight deadlines or complex projects, they might need to be conducted daily.

Who should be present at a Check In Meeting?

Ideally, all members of the team should be present at a Check In Meeting. This includes the project manager or team leader who runs the meeting and the team members who provide updates on their tasks and responsibilities. If necessary, other relevant stakeholders could be invited.

What is the usual duration of a Check In Meeting?

A Check In Meeting should be concise and focused, typically lasting anywhere from 15 to 30 minutes. The goal is to get a quick update from everyone, so it’s important to keep the meeting as short and sweet as possible to maintain efficiency.

How should a Check In Meeting be structured?

A Check In Meeting usually starts with a brief round-up of the main agenda points. Then, each team member shares a short update on their progress, after which any struggles or concerns are discussed. Finally, any changes or additions to the project or task are communicated, and the next steps for moving forward are discussed.

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