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How To Run A Recurring Meeting

Run a recurring meeting by setting a consistent schedule, identifying clear objectives, fostering participant engagement, managing meeting time efficiently, and regularly reviewing and updating the meeting’s purpose and output.

A recurring meeting is essentially a series of meetings scheduled regularly over a period of time, for instance, daily, weekly, monthly, etc. It’s common in a business environment or any organization where constant team assessments, regular updates, or continuous collaboration is significant.

This type of meeting has a preset agenda that remains consistent across all occurrences, promoting efficiency and productivity. It’s often used for progress report meetings, stand-ups in agile teams, or monthly corporate updates. The calendar invitations for such meetings are typically set with repeating reminders to ensure all stakeholders are aware and prepared.

What are the challenges of running a Recurring Meeting?

  1. Tracking Progress: Keeping tabs on what was discussed in the last meeting and what issues remain open can be a hurdle. It’s crucial to review past discussions and pending problems to ensure seamless continuity and effective resolution in the current meeting.
  2. Agenda Setting: Determining the most pressing topics for discussion in the current meeting is essential. A well-prepared agenda aligns with the team’s current objectives, ensuring that the meeting remains focused and productive.
  3. Ensuring Participant Readiness: Guaranteeing that everyone is informed about the current topics and has prepared adequately is important. This preparation helps in keeping the meeting brief and efficient, avoiding unnecessary extensions due to unpreparedness.

What is the purpose of a Recurring Meeting?

The purpose of running a recurring meeting as a leader is to ensure consistent communication and teamwork within the team. These meetings provide a platform to discuss progress, address challenges, and align everyone towards common goals. By facilitating regular discussions, leaders can foster collaboration, enhance productivity, and achieve desired outcomes more effectively.

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

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Step 1: Define Meeting Objectives

Documenting and communicating the purpose of the meeting is a cornerstone of effective organization. This involves clearly stating what you hope to accomplish by the end of the session. Highlight specific objectives and expected outcomes to guide the discussion and keep everyone focused, ensuring the meeting is a productive use of everyone’s time.

Learn more about meeting objectives here.

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Step 2: Select Suitable Participants

Determining and inviting appropriate individuals to participate in a meeting is crucial. These individuals could be chosen for their specialized knowledge, their position within the organization, or their pertinence to the agenda under discussion. This selection ensures optimal outcomes by guaranteeing that those present can contribute meaningful insight and have the authority to facilitate implementation of proposed actions.

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Step 3: Choose Recurrence

Establish the recurrence of your meeting depending on its nature and objectives. This might be daily, weekly, monthly, or another suitable frequency. Contemplate the importance and urgency of the topics, the participants’ schedules, and the output expected from the meetings to make an informed decision.

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Step 4: Set Agenda

Planning and distributing an agenda with precise, actionable items is crucial for effective meetings. By doing so, you frame the course of the meeting and enable participants to come prepared. This method promotes efficiency, maintains focus, and directs discussion towards moving forward and accomplishing set targets.

In our Meeting App ZipDo, we emphasize a group-driven approach for setting meeting agendas. Meetings integrated from calendars are each given a mutual space for constructing and refining the agenda. Meetings are categorized into channels, ensuring all channel participants have direct agenda access, thus removing individual permission barriers and encouraging shared agenda setting.

Learn how to write an effective meeting agenda here.

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Step 5: Confirm Meeting Logistics

It’s important to confirm that the time, date and location of the recurring meeting works for all those involved. Additionally, make sure that all the necessary technical and physical resources needed for the meeting, such as room availability or video conferencing tools like Zoom or Skype, are fully prepared and functional well in advance. You want to avoid any last-minute issues which could disrupt the smooth running of your meeting.

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Step 6: Send Invitations

Utilizing a digital calendar platform, distribute invites to every meeting participant, programming the meeting to recur at the predetermined frequency. It’s crucial to integrate all pertinent details such as the meeting’s purpose, focal points, and logistics within the invitation to foster clear and efficient communication.

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Step 7: Facilitate Meeting

During the meeting, it’s crucial to steer discussions to remain relevant to the subject matter at hand. Active listening is beneficial to fully grasp all participants’ inputs. Ensuring every participant’s voice is heard promotes inclusivity. Lastly, always stick to the agenda so the desired objectives are accomplished efficiently and effectively.

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Step 8: Keep Record of Meetings

Designate an individual to meticulously capture minutes or notes during the meeting, documenting essential topics discussed, decisions reached, and agreed-upon tasks. This comprehensive record is vital for future reference, ensuring transparency and that all attendees are on the same page post-meeting.

Utilizing ZipDo, teams can efficiently manage their meeting documentation by storing and collaboratively editing their notes in specific meeting channels. This system enhances the overall meeting process, from planning to reviewing, with an emphasis on information being easily accessible and searchable. Users benefit from the ability to quickly revisit past meeting notes and to pre-prepare for future meetings.

 

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Step 9: Review and Replicate

After the conclusion of the meeting, it’s crucial to assess its effectiveness for continual improvement. Engage with your team members to gather essential feedback, listening carefully to their perspectives. Utilize this information to tailor and make any necessary adjustments to the format, agenda, or participant involvement for improved productivity and efficiency in future iterations of these recurring meetings.

Questions to ask as the leader of the meeting

1. What progress has been made since the last meeting?
Explanation: This question helps the leader gauge how efficiently the team has been working since the previous meeting and identify any potential roadblocks or issues. It also ensures everyone is on the same page and aware of the team’s overall progress.

2. Are there any upcoming deadlines or milestones that need attention?
Explanation: By asking this question, the leader can stay updated on any time-sensitive tasks or goals. It allows them to prioritize and allocate resources effectively, ensuring that important deadlines are met and projects stay on track.

3. Have any challenges arisen that require assistance or input from the team?
Explanation: This question encourages team members to share any difficulties they may be facing. It gives them an opportunity to seek support or suggestions from their colleagues, fostering collaboration and problem-solving within the team.

4. Are there any unexpected successes or accomplishments that should be recognized?
Explanation: Acknowledging and celebrating successes boosts morale and motivation within the team. By asking this question, the leader facilitates sharing positive news and achievements, which in turn promotes a positive work culture and reinforces team spirit.

5. Is everyone clear on their roles and responsibilities moving forward?
Explanation: It is essential for every team member to have a clear understanding of their roles and responsibilities to ensure smooth workflow and avoid confusion. This question allows the leader to identify any gaps in knowledge or understanding and provide necessary clarifications.

6. Are there any areas for improvement or lessons learned from recent projects?
Explanation: Reflecting on past projects helps identify areas that need improvement and enables the team to learn from their experiences. By asking this question, the leader encourages continuous development and encourages a culture of learning within the team.

7. Does anyone have any ideas or suggestions for improving team processes or productivity?
Explanation: This question invites team members to contribute their insights and ideas for enhancing efficiency and effectiveness. It fosters a sense of ownership and involvement among team members and allows for a collective brainstorming session to generate innovative solutions.

8. Are there any upcoming training or development opportunities that the team should be aware of?
Explanation: Continuous learning and professional development are important for both individual growth and team performance. This question ensures that team members are informed about any training or development initiatives that can enhance their skills and knowledge.

9. Does anyone have any additional updates, announcements, or questions to share?
Explanation: This open-ended question allows team members to offer any additional information or seek clarification on any topics not covered during the meeting. It ensures everyone has a voice and helps maintain effective communication within the team.

10. Are there any factors impacting productivity or collaboration that need to be addressed?
Explanation: Identifying and resolving any barriers to productivity or collaboration is crucial for team success. This question encourages team members to raise any issues or concerns, enabling the leader to take appropriate action and maintain a conducive work environment.

As a leader, preparing a recurring meeting agenda is crucial for productivity. Start by setting clear objectives and prioritize key topics. Include time allotments for each item and assign responsibilities. Encourage participation by allowing team members to contribute agenda items. Share the agenda in advance, ensuring everyone is prepared.

How To Prepare For A Recurring Meeting
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Topics that should be discussed in recurring meetings include project updates, goal progress, and challenges faced. It is essential to address upcoming deadlines, resource allocation, team collaboration, and any changes in the plan. Additionally, discussing innovations, feedback, and workflow improvement ideas can contribute to the overall success of the team.

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

Software streamlines recurring meetings for leaders by automating scheduling, sending reminders, and generating agendas. It allows leaders to easily track attendance, document discussions, and assign follow-up tasks. With collaborative features, participants can contribute ideas and feedback in real-time. Efficient and organized, software empowers leaders to focus on driving progress and fostering effective communication within their teams.

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Conclusion

Running a recurring meeting is not simply about setting a time and date. It requires thoughtful planning, efficient execution, and continuous evaluation. By crafting a clear agenda, ensuring active participation, focusing on action items, deploying virtual tools, reviewing past issues, and providing space for feedback, meetings can transform from a mundane routine into productive sessions. Remember, consistency is key in recurring meetings, but so is adaptability in addressing the ever-changing dynamics in a team or project. Let’s replace the dread of monotonous meetings with an anticipation for constructive and collaborative sessions that effectively drive our objectives forward.

Popular Questions

What is a Recurring Meeting?

A recurring meeting is a meeting that happens on a regular basis, such as daily, weekly, monthly, or yearly. It’s typically scheduled in advance for a set day and time, and it repeats on a regular cycle, for example, every Monday morning or the first Friday of every month.

How do you schedule a recurring meeting?

Scheduling a recurring meeting depends on the platform you’re using. Generally, it involves selecting the recurrence frequency (how often the meeting occurs), the day of week it occurs, and the time during the scheduling process. In applications like Google Calendar or Outlook, this can be done using the “repeat” or “recurrence” option.

Can I edit a series of recurring meetings without affecting all meetings in the series?

Yes, most calendar and meeting tools allow you to make changes to individual instances of a recurring meeting without affecting the entire series. However, changes made to the entire series will apply to all individual instances unless they’ve been specifically edited as stand-alone meetings.

What happens if a recurring meeting falls on a public holiday or non-working day?

If a recurring meeting falls on a public holiday or non-working day, you will need to adjust it manually. Some calendar applications may have features to recognize specific holidays and adjust the meeting series accordingly, but this isn’t always the case.

Can attendees propose a new time for a recurring meeting?

Yes, most meeting platforms allow attendees to propose a new time for a single instance or for the entire series of the recurring meeting. However, the meeting organizer must approve the proposed change for it to take effect.