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How To Run A Weekly Catch Up Meeting

To run a weekly catch-up meeting, prepare an agenda, invite only necessary participants, manage the meeting time efficiently, encourage participation, and ensure clear communication and follow-up actions.

A Weekly Catch-Up Meeting is a regular, structured gathering typically scheduled once a week, where team members or stakeholders come together to discuss ongoing projects, task progress, individual achievements, and potential challenges. The primary purpose of such a meeting is to keep everyone aligned, informed, and engaged, foster better communication, promote team bonding, and track the progress of work.

This weekly touchpoint allows staff members to share their perspectives, receive constructive feedback, clarify any doubts, and make effective decisions, ensuring that everyone is working synchronously towards the common organizational goals.

What is the purpose of a Weekly Catch Up Meeting?

The purpose of running a weekly catch-up meeting as a leader is to ensure clear communication and alignment among team members. It provides an opportunity for everyone to share updates, discuss challenges, and collaborate on solutions. Moreover, it helps track progress, identify any roadblocks, and keep everyone focused on shared goals.

How To Run A Weekly Catch Up Meeting: Step-By-Step

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Step 1: Setting the agenda

First, you must identify key topics for discussion in your forthcoming meeting. This could range from briefings from the previous week, to recent challenges you’ve encountered, or even strategic plans for the upcoming week. Your aim is to prioritize focused, engaging, and impactful points of discussion that will ensure productive communication.

Our app, ZipDo, imports all meetings from your calendar and creates a collaborative workspace for each appointment. Here, you and your team can compile a shared meeting agenda, where all team members can add their topics. This ensures that meetings are much better prepared by everyone in your team, making your meetings more efficient. It also simplifies the preparation and follow-up of meetings.

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Step 2: Inviting participants

Firstly, identify all relevant employees required at the meeting, which can include your team members as well as professionals from other departments closely related to the topic at hand. After the participants have been identified, ensure to send them a meeting invite. This invite should comprehensively detail the date, time, and location of the meeting. If it’s virtual, provide the link. Make sure to convey this well in advance to allow them to prepare or adjust their schedules accordingly.

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Step 3: Sharing documents

Ensure to distribute all required documents to participants before the meeting, such as reports, analytics, or other types of relevant resources. Shared in advance, this information can facilitate more informed and constructive discussion, as well as ensure everyone is on the same page during the meeting.

The advantage of a central storage location like ZipDo is that you can simply store all documents there and all team members who are also in the meeting channel automatically have access to them. This makes your preparation time easier.

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Step 4: Initiating the meeting

Initiate the meeting on a confident note by extending a warm welcome to all the participants. Aim to reset the tone and objectives by revisiting the agenda, ensuring everyone is on the same page concerning the meeting’s intent. It’s equally important to establish clear protocols for communication, such as allowing only one person to speak at a time to maintain an orderly and respectful conversation. This sets a stage for productive dialogue and effective decision-making.

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Step 5: Facilitating the discussion

As the meeting facilitator, your role encompasses directing dialogue in line with the predefined agenda. This includes ensuring all participants can contribute their thoughts, mediating in case of disagreements, and maintaining a strict time discipline to avoid digression and long discussions that exceed the scheduled timeframe.

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Step 6: Closing the meeting

The essential aspects of a meeting include summarizing the major topics discussed and the decisions made. It is critical to outline the future planned steps. Above all, make sure everyone understands their roles and responsibilities following the meeting to foster accountability and ensure progress.

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Step 7: Sending minutes of the meeting

Following the conclusion of the meeting, it’s essential to dispatch an email summarizing pivotal points conversed, finalizing decisions, and assigning duties. This serves as a tangible reference of what transpired in the meeting and ensures the alignment and execution of the agreed-upon actions across the team.

ZipDo, our tool, makes the creation and dissemination of meeting minutes straightforward. By importing meetings from the calendar into channels, and inviting team members, everyone gains access. Posting minutes in the workspace ensures immediate availability to all members, keeping the team aligned.

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Step 8: Follow up

In the following week, meticulously monitor the advancement of tasks appointed during the meeting to guarantee a smooth progress. It is crucial to ensure all tasks are on track and follow-through. When hurdles arise, intervene promptly, providing assistance and resources where necessary, to foster seamless project execution.

Questions to ask as the leader of the meeting

1. What progress have you made since our last meeting?
– This question allows the leader to gauge the individual’s productivity and assess the level of progress being made.

2. Are there any roadblocks or challenges you are facing?
– By asking about obstacles, the leader can provide necessary assistance or resources to help the individual overcome challenges.

3. What are your goals and priorities for the upcoming week?
– This question helps the leader align the individual’s goals with the overall objectives of the team or organization.

4. Do you have any suggestions or ideas for improvement?
– Asking for suggestions encourages active engagement and involvement from the individual, fostering a sense of ownership and innovation.

5. Is there anything you need from me or the team in order to be successful?
– This question ensures that the leader is providing the necessary support and resources to enable the individual’s success.

6. How can we improve communication and collaboration within the team?
– By addressing communication and collaboration, the leader can identify any gaps or areas of improvement that may hinder team effectiveness.

7. Do you have any concerns or feedback about our team dynamics?
– This question allows the leader to address any interpersonal issues or team dynamics that may be impacting productivity or morale.

8. Are there any other matters or updates that you would like to discuss?
– This open-ended question gives the individual an opportunity to bring up any additional topics that may be important for them to discuss with the leader.

9. How can I better support you in your role or development?
– By understanding how the leader can better support the individual, they can tailor their leadership approach to meet the individual’s needs.

10. Do you have any questions or anything else you would like to address?
– This question ensures that the individual has the opportunity to ask questions or raise any other relevant matters not covered in the previous questions.

To prepare a successful weekly catch-up meeting agenda as a leader, start by identifying key discussion points and goals. Prioritize important updates, address any challenges, and allocate time for team members to share their progress and achievements. Include action items and expectations for the upcoming week, ensuring everyone is aligned and accountable for their tasks.

How To Prepare For A Weekly Catch Up Meeting
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During a weekly catch-up meeting, it is essential to discuss upcoming projects, progress on ongoing tasks, and any obstacles that need to be addressed. Additionally, key achievements and successes should be highlighted, and any changes or updates to the team’s goals or targets should be communicated. Lastly, this meeting provides an opportunity for team members to share updates on their individual workloads and collaborate on solving any challenges they may be facing.

See Our Weekly Catch Up Meeting Template
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Software tools to facilitate a Weekly Catch Up Meeting

Software plays a crucial role in helping leaders run weekly catch-up meetings. It enables them to create and share agendas, schedule meetings, assign tasks, and track progress. Collaboration tools and video conferencing features facilitate effective communication, ensuring all team members are engaged and aligned. Additionally, software provides automated reminders and notifications, keeping everyone accountable and ensuring the meeting runs smoothly and efficiently.

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Conclusion

Running a successful weekly catch-up meeting can exponentially boost your team’s productivity, communication, and overall morale. By following these steps, which include setting a clear agenda, encouraging participation, keeping the meeting focused and time-bound, taking notes, and concluding with well-defined action items, managers can ensure that meetings are both efficient and effective.

Remember, the secret to a good meeting is not only in its planning and execution but also in the follow-up ensuring that the decisions made are turned into actions. Therefore, treat every meeting as an opportunity to bring your team closer to their goals and turn challenges into opportunities for growth. With these tips in mind, you’ll be well on your way to running highly productive and successful weekly catch-up meetings.

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 'Weekly Catch Up Meeting'?

The primary aim of a ‘Weekly Catch Up Meeting’ is to review progress on ongoing projects, identify any potential issues or roadblocks, and make plans for the upcoming week. It’s an opportunity for team members to stay informed and coordinated.

Who should attend the 'Weekly Catch Up Meeting'?

Ideally, all team members involved in the project or task under discussion should attend the ‘Weekly Catch Up Meeting’. This typically includes all project team members, supervisors, or department heads, and can also extend to stakeholders or clients where needed.

How long should a 'Weekly Catch Up Meeting' typically last?

A ‘Weekly Catch Up Meeting’ should be concise, usually ranging from 30 minutes to 1 hour. The duration can depend on the complexity of the project, the number of items on the agenda, and the number of participants.

What is typically discussed in a 'Weekly Catch Up Meeting'?

The topics typically include a review of the previous week’s accomplishments, a discussion on any problems or obstacles encountered, the plan for the coming week, and any future actions or decisions that need to be made. It can also be a time to share new opportunities or threats to the project.

How can we ensure that our 'Weekly Catch Up Meeting' is effective?

To ensure an effective meeting, prepare and circulate an agenda before the meeting, start and finish on time, encourage open communication, and ensure key decisions and action items are noted. Following the meeting, it’s also beneficial to send out a summary or minutes of the meeting to all participants.

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