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.