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How To Run A Standing Meeting

To run a standing meeting, establish a clear agenda, keep discussions focused, time-box each topic, and ensure everyone’s conscious of their roles and the meeting’s short duration.

A Standing Meeting, also known as a Stand-Up Meeting, is a type of business meeting typically characterized by its short duration and participants literally standing up.

This method promotes efficiency, brevity, and active engagement as the discomfort of standing for long periods discourages extraneous discussions and encourages participants to focus on the key objectives and tasks, facilitating swift decision-making and problem-solving. Standing meetings are common in Agile project management and are designed to promptly share updates, align team objectives and address any immediate obstacles impeding project progress.

What is the purpose of a Standing Meeting?

Running standing meetings as a leader serves multiple purposes. It encourages active engagement and participation from team members, promotes efficient decision-making by focusing on key points, fosters collaboration and accountability, saves time by eliminating unnecessary discussions, and increases overall productivity, resulting in better team cohesion and achievement of goals.

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

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Step 1: Prepare the Meeting

This entails setting a precise agenda for the meeting. It is crucial to understand what topics require discussion, who the critical participants should be, and what the desired outcomes by the meeting’s end should be.

A well-structured meeting agenda can significantly enhance productivity and ensure that all participants are aligned with the meeting’s objectives. Managing the meeting’s time wisely to cover all points effectively is also a key part of the process.

When you use a tool like ZipDo, it’s very easy and quick to prepare for meetings. Since standup meetings are typically recurring, you can simply navigate between meetings within your meeting channel, allowing you to review notes and agenda items from previous meetings.

Read more about meeting preparation here.

ZipDo, our app, streamlines team meeting preparations by centralizing information from past sessions. As a meeting lead, you gain easy access to previous agendas and notes for recurring meetings, greatly reducing preparation time. This centralized approach ensures comprehensive coverage of all critical topics.

With our meeting notes app ZipDo, a collaborative editor is automatically created for each meeting, where all participants can add their points to the meeting agenda. This is the easiest way for us to collaboratively prepare for a meeting.

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Step 2: Announcement

It’s critical to inform all participants of the meeting’s date, time, and purpose in advance. This allows everyone ample time to prepare accordingly, ensuring maximum participation and contribution. It also assists in setting appropriate expectations and shaping the scope of the discussion for optimal productivity.

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Step 3: Setting Up the Meeting Space

As it’s a standing meeting, chairs aren’t required, but a spacious area that comfortably accommodates all attendees is essential. Additionally, tools necessary for efficient communication and collaboration such as a whiteboard, markers, projectors, and possibly sticky notes or flip charts should be readily available to aid discussions.

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Step 4: Conducting the Meeting

Initiate the meeting promptly and adhere strictly to the decided agenda. Promote efficient communication and active involvement from all participants as the objective of a standing meeting is to be speedy and concentrated. This ensures that discussions remain targeted, facilitating faster decision-making and maximizing productivity during the limited time frame.

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Step 5: Maintaining Focus

Discussions can easily go off track during meetings. As the meeting leader, it’s your role to consistently guide the conversation back to the main agenda if it veers away. Implementing a standing format can aid this, as the physical discomfort from prolonged standing can deter participants from dragging the meeting on unnecessary tangents.

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Step 6: Conclusion

Conclude each meeting by summarizing crucial points and decisions taken, providing clarity on the discussion. Assign and communicate the ensuing steps or responsibilities to all participants, ensuring everyone understands their roles, increasing effectiveness and productivity moving forward.

Questions to ask as the leader of the meeting

1. What progress has been made since our last meeting? – This question helps to gauge the ongoing efforts and productivity of the team, ensuring everyone is on track.

2. Are there any challenges or obstacles that need to be addressed? – Identifying obstacles early on allows the leader to provide support and find solutions to ensure the team’s success.

3. Are there any upcoming deadlines or important milestones we need to prepare for? – This question ensures that the team remains aware of upcoming key dates and can plan and allocate resources accordingly.

4. Is everyone clear on their goals and responsibilities? – This question helps to ensure that everyone understands their individual roles and responsibilities, promoting alignment and avoiding confusion.

5. What additional resources or support do you need to accomplish your tasks? – Offering necessary resources and support helps to empower the team and promote their productivity and overall success.

6. Is there any feedback or suggestions for improving our processes or workflow? – Encouraging feedback allows the team to contribute ideas for streamlining processes and increasing efficiency.

7. Are there any achievements or successes that should be acknowledged or celebrated? – Recognizing and celebrating achievements boosts morale, motivation, and a sense of accomplishment within the team.

8. Is there anything else that needs to be discussed or brought to my attention? – This open-ended question allows team members to raise any additional points or concerns that may not have been addressed in the previous questions.

As a leader, preparing a standing-meeting agenda is crucial for an effective and productive discussion. Start by clearly outlining the purpose and goals of the meeting. Include specific items to be discussed, allocate time for each topic, and designate responsibility for each agenda item. Distribute the agenda in advance to allow participants to come prepared and maximize the efficiency of the meeting.

How To Prepare For A Standing Meeting
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Topics that should be discussed during a standing meeting include project updates, upcoming deadlines, challenges faced, and potential solutions. Other relevant topics can include resource allocation, task delegation, and any urgent matters that require immediate attention. Efficient and concise communication will ensure that everyone is on the same page and can collectively work towards achieving the team’s goals.

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

Software plays a key role in helping leaders effectively run standing meetings. With features like automated agendas, meeting reminders, and collaborative note-taking, it promotes efficiency and ensures that all participants are on the same page. Additionally, software allows leaders to track action items, access meeting history, and generate reports, enabling better decision-making and accountability.

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Conclusion

Incorporating standing meetings into your work routine can be a transformative move towards a more efficient, effective, and engaged corporate environment. Despite their brevity, standing meetings inspire focus, foster collaboration, and encourage dynamic decision-making. They are an ideal tool for keeping everyone up to speed, permitting frequent check-ins without draining substantial time or energy from your team. However, successful implementation requires disciplined time-keeping, clear objective-setting, and active participation from all members. So why not shake up your next meeting and get everyone on their feet? You may just find it leads to bolder ideas, sharper focus, and better results.

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 standing meeting?

A standing meeting is a regular meeting that happens consistently, often daily or weekly. The term can also refer to a meeting where participants stand instead of sit to keep the meeting short and efficient.

What is the purpose of a standing meeting?

The primary purpose of a standing meeting is to ensure regular communication among a team. It is a convenient way to share updates, discuss key points, make quick decisions, and maintain regular contact on ongoing projects.

What is the typical duration of a standing meeting?

Standing meetings are usually short, often lasting between 5 to 15 minutes. The goal is to discuss key points and make decisions promptly. However, the duration can vary depending on the team and the topics under discussion.

Who typically attends a standing meeting?

The attendees of a standing meeting are normally members of a specific team working on a continuous project. However, attendees can vary depending on the nature of the project and the meeting’s scope. It can include team leaders, managers, supervisors, or other key team members.

What are the key components of a successful standing meeting?

Successful standing meetings usually have a clear agenda, start and end on time, involve active participation from all members, focus on essential topics, and result in actions or decisions. They are concise and aim for efficiency.

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