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How To Run A Progress Meeting

To run a progress meeting effectively, set clear objectives, prepare an agenda, facilitate open communication and actionable feedback among team members and summarize the meeting accomplishments and goals for the next meeting.

A progress meeting is a scheduled gathering of individuals or teams within an organization to discuss and review the progress made on a project, goal, or initiative. These meetings typically involve sharing updates on tasks completed, milestones achieved, and any issues or challenges encountered, as well as discussing next steps and making decisions to ensure the project stays on track. Progress meetings provide an opportunity for stakeholders to get a comprehensive overview of the project’s status, address any concerns, and ensure alignment among team members to ensure successful completion.

What is the purpose of a Progress Meeting?

The purpose of running a progress meeting as a leader is to ensure effective communication, track the status of projects, address any obstacles or issues, and provide guidance and support to team members. It helps foster collaboration, accountability, and transparency within the team, leading to improved productivity and successful project outcomes.

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


Step 1: Scheduling the Meeting

To effectively coordinate a meeting, it’s crucial to consider availability and reach a consensus on a suitable time and date for all attendees. Additionally, sharing a detailed meeting agenda in advance will help everyone come prepared and ensure a productive discussion.

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Step 2: Setting the Agenda

Provide a concise and explicit description of the meeting’s intention, goals, and subjects for discussion, along with any necessary materials or information to be distributed.

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Step 3: Inviting Participants

Identify stakeholders, team members, or departments that need to attend the progress meeting. Send out invites to around 40 recipients, ensuring all necessary details are included.


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Step 4: Reviewing Past Progress

At the start of the meeting, take some time to revisit and evaluate the progress made since our previous session. Emphasize significant achievements and address any obstacles or setbacks encountered along the way.

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Step 5: Discussing Current Status

The report provides a comprehensive overview of tasks and projects, offering detailed updates on completed tasks, tasks currently in progress, and pending tasks. It serves as a status update, allowing stakeholders to monitor progress effectively.

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Step 6: Discussing Future Plans

In order to effectively strategize for the near future, it is important to discuss and establish plans while considering the current progress and project objectives. Efforts should then be focused on determining the necessary steps required to move forward successfully.

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Step 7: Problem Solving

Use the meeting as an opportunity to tackle existing problems and challenges. Engage in open discussions to identify potential solutions and reach consensus on the most effective course of action.

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Step 8: Feedback and Suggestions

Encouraging participants to actively contribute their thoughts, feedback, and suggestions can foster a collaborative environment where beneficial insights can be gained, positively impacting the progress of the project.

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Step 9: Decision Making

As a team, collectively decide on the next steps, delegate tasks, set deadlines, and ensure that all decisions made are in line with the project’s goals and established timelines.

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Step 10: Documentation

Documenting discussion points, decisions, and future actions during the meeting is crucial for all participants to have a point of reference. This documentation ensures clarity, accountability, and facilitates follow-up and implementation of agreed-upon plans.

Questions to ask as the leader of the meeting

1. What progress has been made since the last meeting? – To get an overview of the achievements and to ensure that work is progressing as planned.

2. What challenges or obstacles have been encountered? – To identify any potential issues that may be hindering progress and to provide necessary support or solutions.

3. Are we on track to meet the goals and deadlines? – To assess the overall progress and ensure alignment with the desired outcomes.

4. Have any changes or deviations occurred that we need to be aware of? – To stay informed about any revisions or modifications to the original plan and to address any necessary adjustments.

5. Are resources being utilized effectively? – To evaluate the efficient allocation of resources and identify any areas where improvements can be made.

6. Are team members facing any difficulties? – To offer support, guidance, or resources to team members who may require assistance in completing their tasks.

7. What have we learned from the progress so far? – To gather insights and lessons from the ongoing work, enabling adaptation and continuous improvement.

8. How can we further optimize the workflow and processes? – To encourage brainstorming and collaboration on finding ways to enhance productivity, efficiency, and effectiveness.

9. Are there any additional needs or requirements from other stakeholders? – To ensure that all necessary inputs, approvals, or collaborations are being addressed and fulfilled.

10. What actions should be taken moving forward? – To summarize the key decisions, responsibilities, and steps to be taken following the progress meeting.

As a leader, preparing a progress-meeting agenda involves outlining the main objectives, setting a clear timeline, and gathering relevant information. It’s important to prioritize agenda items, allocate time for discussion, and include any necessary updates or reports. By organizing the agenda effectively, leaders can ensure a focused and productive meeting that addresses key issues and drives progress.

How To Prepare For A Progress Meeting
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During a progress meeting, it is essential to discuss key topics such as project timelines, milestones achieved, current challenges, resource allocation, budget updates, and stakeholder communication. These discussions provide a comprehensive overview of the project’s progress, identify risks, and enable effective decision-making to ensure its successful completion.

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

Software helps leaders run progress meetings by providing them with the tools to streamline communication and collaboration. It enables them to easily track project updates, assign tasks, and monitor deadlines. Real-time dashboards and reports help leaders gain valuable insights into team performance, allowing them to make data-driven decisions. Additionally, software facilitates remote attendance, ensuring that all team members can participate and contribute to the meeting regardless of their physical location.

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In conclusion, running a progress meeting is a critical aspect of efficient and effective business operations. By following the steps outlined in this blog post, you can ensure that your progress meetings are productive, focused, and result-oriented. Remember to establish a clear agenda, provide ample preparation time, encourage participation and collaboration, and most importantly, take action on the discussed items. With these strategies in place, your progress meetings will become a valuable tool for driving growth, boosting team morale, and achieving your business goals. So, embrace the power of progress meetings and watch your business soar!

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 main purpose of a progress meeting?

The primary purpose of a progress meeting is to evaluate the progress or performance of a project or task. It serves as an opportunity to check if everything is on track, identify potential issues, and come up with possible solutions or changes in strategy.

Who should attend a progress meeting?

The attendees of a progress meeting should ideally include project team members, project managers, stakeholders, and occasionally clients or customer representatives. This can vary depending on the meeting’s scope and the organization’s structure.

How often should a progress meeting be held?

The frequency of progress meetings depends on the project’s complexity and duration. For shorter projects, they may be held weekly, while for longer or more complex projects, bi-weekly or monthly meetings might be more reasonable.

What topics are usually covered in a progress meeting?

Topics in a progress meeting typically include progress updates, challenges encountered, suggestions for process improvement, review of project timelines, upcoming tasks, and allocation of resources and responsibilities.

How should the meeting be structured?

A well-structured progress meeting should have a clear agenda distributed beforehand. It should start with a recap of the last meeting, followed by updates from the team, discussion of problems and proposed solutions, and goal-setting for the next phase of the project. It should conclude with a summary and assignment of action items.

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