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How To Run A Friday Morning Meeting

A Friday morning meeting should be run effectively by setting clear objectives, preparing an agenda, engaging every participant, utilizing time properly, and ending with a summary or action points.

A Friday Morning Meeting is a regular get-together typically held in companies or organizations at the start of the last business day of the week. The purpose can vary but it typically serves as a platform for team members to discuss the week’s achievements, challenges faced, and progress on ongoing projects. It also serves as a venue for superiors or team leaders to provide updates, share important information, delegate tasks, and set goals for the upcoming week. This kind of meeting promotes a culture of transparency, encourages employee engagement, and fosters a sense of unity within the team. This is also a great way to celebrate small victories, recognize team efforts, and end the workweek on a positive note.

What is the purpose of a Friday Morning Meeting?

The purpose of running a Friday morning meeting as a leader is to bring the team together before the weekend, align goals for the upcoming week, provide updates on ongoing projects, address any issues or concerns, and boost morale. It sets the tone for productivity, ensures everyone is on the same page, and promotes a sense of unity and accountability within the team.

How To Run A Friday Morning Meeting: Step-By-Step

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Step 1: Agenda Preparation,

Before the meeting, it’s crucial to devise and distribute an agenda outlining discussion topics. This provides direction and helps attendees prepare. Additionally, make sure to include any necessary materials or resources participants might require. This ensures everyone can fully engage and contribute, leading to effective and productive meetings.

ZipDo, our software, merges your calendar meetings into a single, collaborative environment. Within this environment, teams can craft a shared meeting agenda, promoting contributions from everyone. This strategy leads to superior meeting preparedness, boosting productivity and making the preparation and follow-up phases more straightforward.

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Step 2: Meeting Introduction,

Start the meeting by extending a warm welcome to all attendees. Outline the objectives of the meeting succinctly to ensure everyone is on the same page. If required, invite the participants to introduce themselves for better integration and collaboration. This procedure makes certain that everyone is focused, understood the goals, and is ready to contribute effectively to the meeting.

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Step 3: Discussion of Agenda Items,

Start by addressing the items outlined on the agenda, ordered by their level of importance or sequence. It is crucial to ensure that each topic is thoroughly discussed, opinions are heard, conflicts resolved, and decisions made. Following the discussion, establish specific action points, assigning each task to a designated person to ensure accountability and progress tracking. This approach ensures a productive and organized meeting process.

Our application, ZipDo, transforms your calendar by importing meetings into a collaborative environment designed for team interaction. Here, a collective meeting agenda is developed, encouraging input from all team members. This approach fosters better-prepared meetings, enhancing efficiency and easing the burden of meeting preparation and follow-up.

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Step 4: Review of Previous Action Items,

If applicable, initiate the meeting by revisiting action items emerging from the last week’s gathering. Take time to thoroughly assess what tasks have been accomplished, what is still underway, and identify any obstacles hindering progress. It’s crucial to acknowledge any issues that might impede workflow and address them promptly.

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Step 5: Team Updates,

Encourage team members to openly share their updates, personal achievements, or any hurdles they may have faced during the week. This promotes a sense of community, enabling individuals to recognize each other’s efforts and collaborate to overcome common challenges together.

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Step 6: Plan for Next Week,

In the meeting, we’ll commence a detailed discussion to confirm our plans for the upcoming week. We will articulate specific tasks and assign them to suitable team members. Our goals will be clearly defined and aligned with our overall objective. Deadlines will be agreed upon, focusing on the efficient and timely completion of tasks. This strategic planning will ensure transparency and collective responsibility, streamlining our workflow for the week ahead.

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Step 7: Open Floor,

Towards the end of the meeting, it’s essential to open up the discussion for any lingering questions, comments, or concerns that may not have been touched upon during the main discussion. This is also an opportunity for attendees to introduce fresh perspectives or innovative ideas for consideration.

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Step 8: Conclusion,

To wrap up the meeting effectively, succinctly recap the decisions that have been made and clearly delineate the actions assigned to respective team members. Discuss and review the roadmap for the upcoming week. Lastly, solidify and confirm the date and time for the ensuing meeting to ensure everyone is in synch.

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Step 9: Meeting Minutes Distribution,

Following the completion of the meeting, it is crucial to disseminate the written record of the meeting, known as minutes, to all participants. The minutes should be comprehensive, encapsulating essential elements such as significant discussions, agreed-upon decisions, allocated tasks, and other notable particulars from the meeting to ensure everyone is on the same page post-discussion.

ZipDo, developed by our team, offers an efficient solution for managing meeting minutes. The app imports meetings directly from your calendar, assigning them to a designated channel. This channel allows for easy team member invitation and access. Sharing minutes in the workspace ensures all channel members are promptly updated.

Questions to ask as the leader of the meeting

1. “What progress have we made towards our goals this week?” – This question helps provide an overview of the team’s accomplishments and ensures that everyone is aligned with the set objectives.

2. “What challenges did we encounter? How did we overcome them?” – By discussing challenges, the leader encourages problem-solving and highlights the team’s ability to adapt and find solutions.

3. “What lessons did we learn from our successes and failures?” – Reflecting on both successes and failures helps the team identify patterns and improve future performance.

4. “Are there any pending tasks or deadlines for next week?” – This question ensures that the team has a clear understanding of upcoming responsibilities and avoids any last-minute surprises.

5. “Is there any information or support that you need from me or other team members?” – Offering support demonstrates the leader’s commitment to the team’s success while facilitating open communication.

6. “What are your individual goals for next week?” – This question helps individuals set personal goals and provides an opportunity for leaders to provide guidance and align individual ambitions with team objectives.

7. “Are there any suggestions for process or workflow improvements?” – Encouraging feedback and suggestions empowers team members to contribute to the team’s continuous improvement efforts.

8. “Is there anything positive or noteworthy that happened this week that we should celebrate?” – Recognizing achievements and highlighting positive experiences boosts morale and fosters a positive work environment.

9. “Is there anything else you would like to share or discuss?” – Providing an open forum for any additional questions, concerns, or topics ensures that everyone gets an opportunity to contribute and be heard.

10. “What would you like to achieve personally or as a team in the upcoming week?” – This question helps the team take ownership of their goals and motivates them to focus on their ambitions for the next week.

As a leader, preparing a Friday morning meeting agenda requires careful thought and consideration. Start by identifying the key topics and goals that need to be addressed. Prioritize the most important items and allocate time accordingly. Include updates from team members, important announcements, and any upcoming deadlines. Keep the agenda concise and clear to ensure an efficient and productive meeting.

How To Prepare For A Friday Morning Meeting
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Topics for a Friday morning meeting should include updates on ongoing projects, reviewing the week’s accomplishments, discussing any roadblocks or challenges faced, and setting goals for the upcoming week. It is also beneficial to talk about any upcoming events or important announcements that need to be communicated to the team.

See Our Friday Morning Meeting Template
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Software tools to facilitate a Friday Morning Meeting

Software helps leaders run Friday morning meetings efficiently by providing useful features like agenda creation, participant tracking, and automated reminder notifications. It simplifies the process of organizing and conducting meetings, allowing leaders to focus on fostering productive discussions and generating actionable outcomes. Additionally, software enables easy access to relevant documents and collaborative tools, ensuring smooth communication and improved decision-making during the meeting.

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Conclusion

In conclusion, running a Friday morning meeting is more than just herding people into a room and discussing business matters. It demands meticulous planning, clear communication, active participation, and concise wrap-up to ensure productivity. Using a structured agenda, utilizing technology, fostering an engaging environment and encouraging feedback can drastically enhance the outcome of these meetings. Remember, the primary objective of such meetings is to end the week on a point of positivity, unity, and motivation, setting the pace for the week ahead. Make it count, because a well-executed Friday meeting is a springboard into a more productive and successful week to come.

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 Friday Morning Meeting?

The purpose of a Friday Morning Meeting is to review the week’s progress, set goals for the coming week, and address any issues or challenges that emerged throughout the week. These meetings can also serve as an opportunity to recognize team achievements and foster a culture of open communication.

What should be on the agenda for a Friday Morning Meeting?

The agenda for a Friday Morning Meeting typically includes items such as review of the week’s accomplishments and areas needing improvement, forward planning for the next week, open discussion for any issues or problems encountered, idea sharing and recognition of outstanding employees.

Who should attend a Friday Morning Meeting?

All team members are generally expected to attend a Friday Morning Meeting. This can vary depending on the nature of the organization or project. However, it’s crucial to have representation from all departments or team groups to ensure comprehensive communication and collaboration.

How long should a Friday Morning Meeting last?

A Friday Morning Meeting should be concise and efficient – generally, they should last between 30 minutes to an hour. However, the duration may be subject to the number of agenda points, and the level of discussion required.

How to make sure that a Friday Morning Meeting is effective?

To ensure a Friday Morning Meeting is effective, it’s important to prepare an agenda in advance and share it with the team, encourage open and frank communication, sum up action items at the end of the meeting, and keep the meeting engaging by recognizing progress and accomplishments. Output could be circulated post the meeting to keep everyone on the same page.

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