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How To Run A Weekly Meeting

To run a weekly meeting, establish a clear agenda, invite relevant participants, maintain effective time management, ensure open communication for feedback, and provide clear follow-up steps.

In our experience, weekly meetings are a crucial component for team cohesion and progress. These gatherings, where we regularly come together to discuss a range of materials such as reports, tasks, and data, can be challenging. The varying levels of participant preparation often impact the effectiveness of these meetings.

We’ve realized that structure is key in team meetings; without it, managing the diverse aspects we need to discuss becomes difficult. In this article, we aim to share the insights and lessons we’ve learned to help others improve the efficiency and productivity of their weekly meetings. They are more than just a routine appointment on the calendar; they are essential in aligning our team, addressing issues, and ensuring everyone is informed and engaged.

Why do Weekly Meetings fail?

Weekly recurring meetings often fail for various reasons. We’ve experienced these issues ourselves and have identified ways to make our weekly meetings more efficient.

Lack of Structure

Weekly recurring meetings need a clear structure, otherwise, team members can’t prepare properly. It’s sensible to define these points clearly and in writing beforehand.

Lack of Preparation

From our articles on MeetingFever, you’ll know we advocate for a collaboratively prepared meeting agenda. Meetings tend to be unproductive when some participants are not well-prepared.

No Central Location for Notes and Meeting Agendas

One of the main reasons why weekly team meetings fail is the lack of a centralized location for relevant documents (meeting agenda and notes).

Often, notes are stored somewhere in Slack or Microsoft Teams and can’t be found quickly before the next meeting, leading to important points being forgotten. Therefore, we use the channel function in ZipDo, so all important written documents for a specific project or topic are stored in one place and can be easily retrieved with a few clicks.

What is the purpose of a Weekly Meeting?

Running a weekly meeting as a leader serves multiple purposes. It provides a platform for communication, fostering teamwork and collaboration. It ensures that everyone is on the same page, aligning goals and objectives. It also enables problem-solving, decision-making, and accountability. Additionally, it allows for the exchange of feedback and updates, improving productivity and overall efficiency within the team.

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

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Step 1: Scheduling the Meeting

Utilize scheduling tools or send an email to all participants to arrange a suitable day and time for the meeting, ensuring it accommodates everyone’s availability and preferences.

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Step 2: Setting an Agenda

A clear agenda is essential for every meeting. It outlines the topics to be discussed and helps plan the time allocated to each item. Setting a clear agenda ensures productive and efficient meetings.

Our platform, ZipDo, facilitates the integration of calendar appointments into a single collaborative space. This space is dedicated to constructing a joint agenda, where every team member has the opportunity to add their topics. By doing so, it guarantees more comprehensively prepared meetings, optimizing efficiency and easing the preparation and follow-up stages.

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Step 3: Sending Out Invitations

To ensure effective communication and organization, it is important to send formal meeting invitations to all attendees, providing them with the agenda and necessary information such as meeting location or online meeting links.

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Step 4: Preliminary Preparation

Prior to the meeting, thorough preparation is necessary, including the creation of presentations, charts, and documents to be discussed. Additionally, it is crucial to ensure the proper functioning of any technical equipment that will be utilized during the meeting.

With our app, ZipDo, we make preparing for team meetings easier for everyone involved. As a meeting lead, you can benefit from this since all information from previous sessions is stored centrally for recurring meetings. You’ll find both the meeting agendas and all meeting notes, significantly simplifying your preparation. This ensures that no important topics are overlooked.

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Step 5: Initiating the Meeting

Start the meeting promptly and greet all participants. Provide a brief overview of the meeting objectives to ensure everyone is on the same page and focused on achieving the desired outcomes.

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Step 6: Facilitating Discussion

As the meeting leader, it is crucial to steer the discussion towards covering all agenda points while actively involving every team member. By promoting participation, you can create an environment that encourages diverse perspectives and ensures a comprehensive conversation.

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Step 7: Taking Notes

Delegate the responsibility of recording important decisions and action items during the meeting to a designated individual, or alternatively, fulfill this task personally.

With our app, ZipDo, the meetings from your calendar are automatically imported, and for each appointment, a collaborative workspace is created. In this space, you and your team can leave meeting notes for every meeting. This simplifies the preparation and follow-up of your meetings and ensures greater accountability across the entire team.

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Step 8: Airing Diverse Opinions

It is crucial to provide equal chances to every participant for sharing their opinions and thoughts regarding the topics on the agenda during the meeting, ensuring inclusivity and encouraging active participation.

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Step 9: Wrapping up the Meeting

At the end of the meeting, make sure to recap the crucial decisions made and outline the upcoming actions. Express gratitude to all attendees for their valuable contributions and active involvement.

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Step 10: Distributing Meeting Minutes

After the meeting, it is crucial to process and distribute the notes (or minutes) to all participants. These minutes serve as an official record, capturing important discussions and agreements made during the meeting. Sharing them ensures everyone stays informed and accountable.

With ZipDo, our creation, you can streamline your meeting minutes process. The app organizes meetings from your calendar into channels, where team members can be invited for access. Posting the minutes in the workspace allows for automatic distribution, ensuring the entire team is always informed.

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Step 11: Following up on Action Items

After assigning action items during the meeting, it is crucial to monitor their progress. Conduct one-on-one meetings or use emails as necessary to ensure that individuals are held accountable for completing their tasks.

Questions to ask as the leader of the meeting

1. “What progress have we made on our key objectives since our last meeting?”

Explanation: This question helps the leader track the team’s progress and ensure everyone is working towards the set goals.

2. “Did we encounter any unexpected challenges? How did we address them?”

Explanation: This question allows the leader to identify any obstacles the team faced and understand the problem-solving approach used to overcome them.

3. “Are there any outstanding tasks or pending decisions that need attention?”

Explanation: This question helps ensure that no critical tasks or decisions are overlooked and prompts team members to update the leader on any pending items.

4. “Are there any updates or new information that the team needs to be aware of?”

Explanation: This question encourages team members to share any relevant information or updates from their respective areas, fostering collaboration and keeping everyone informed.

5. “Are there any suggestions or ideas for improving our processes or workflow?”

Explanation: This question emphasizes continuous improvement and allows team members to contribute their insights on enhancing efficiency or identifying bottlenecks.

6. “Do you have any concerns or roadblocks hindering your progress?”

Explanation: This question provides an opportunity for team members to voice any concerns or challenges they are facing, enabling the leader to address these issues and offer support.

7. “Is everyone clear on their individual responsibilities and expectations?”

Explanation: This question ensures that each team member understands their assigned tasks and responsibilities, preventing confusion or misunderstandings.

8. “Are there any wins or achievements that we should celebrate as a team?”

Explanation: This question acknowledges and celebrates the team’s accomplishments, boosting morale and motivation among team members.

9. “What are our priorities for the upcoming week?”

Explanation: This question helps set the focus for the next week and enables the leader to align the team’s efforts towards the most important tasks or goals.

10. “Do you have any other questions or anything else you’d like to discuss?”

Explanation: This open-ended question allows team members to raise any additional concerns, questions, or topics that might have been missed, creating a space for open communication and fostering engagement.

As a leader, preparing a weekly meeting agenda is crucial for effective communication and productivity. Start by setting clear objectives and goals for the meeting, and prioritize the most important topics. Ensure that all team members have the opportunity to contribute by including discussion points and open-ended questions. Share the agenda in advance, allowing participants to come prepared and informed.

How To Prepare For A Weekly Meeting
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In a productive weekly meeting, it is essential to discuss project updates, upcoming deadlines, and any potential roadblocks. Business performance, new opportunities, and innovative ideas should also be on the table. The meeting should provide a platform for problem-solving, collaboration, and decision-making to keep everyone aligned and focused on the company’s goals.

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

Software streamlines weekly meetings for leaders by facilitating efficient communication and collaboration. It helps organize agendas, track action items, and set reminders, ensuring meetings stay on track and tasks are completed promptly. Additionally, software enables leaders to easily share documents, update team members on progress, and generate reports, enhancing productivity and accountability.

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Conclusion

Running a weekly meeting might seem like a simple task, but it requires careful planning, effective communication, and active participation from all team members. By following the steps mentioned in this blog post, you can ensure that your weekly meetings are efficient, productive, and leave everyone feeling motivated and empowered. Remember, the purpose of a weekly meeting is to align everyone’s goals, discuss progress, address challenges, and foster teamwork. So, make sure to establish a clear agenda, set ground rules, encourage open communication, and provide opportunities for collaboration. With these strategies in place, your meetings will become a valuable tool for driving success and achieving your team’s objectives.

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 weekly meeting?

The purpose of a weekly meeting is to keep all team members aligned, updated and clear about project tasks and progress. It serves as a platform for communication, active discussion, problem-solving, and planning the next course of action.

What should be the typical duration of weekly meetings?

The typical duration of weekly meetings usually lasts about 60 minutes. However, the duration can be adjusted according to the complexity of the project and the discussion topics.

Who should attend the weekly meeting?

All relevant team members, project managers, and leaders who are directly involved with the project or task should attend the weekly meeting.

How should we prepare for a weekly meeting?

Prepare for a weekly meeting by clearly setting the objectives, preparing an agenda, reviewing previous meeting minutes and any related documents or reports. Each participant should also come with their updates, questions, and ideas to share.

How do we ensure that the weekly meeting is productive?

To ensure the weekly meeting is productive, stick to the agenda, encourage engagement and participation, address issues timely and effectively, and end the meeting with clear action items and deadlines for the next week.

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