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How To Run A Weekly Stand Up Meeting

Conduct a weekly stand-up meeting by preparing a clear agenda, allocating a specific time slot for each member to share updates and pertinent issues, addressing tasks and challenges, followed by urgent action items, and making sure the meeting stays short, focused, and engaging for everyone.

A Weekly Stand-Up Meeting is a brief, focused meeting where team members stand up throughout to encourage quick and efficient sharing of updates and information. Typically, these meetings involve small teams and each member has a chance to share their accomplishments from the past week, identify any challenges they are facing, and state their goals for the upcoming week. These meetings are designed to promote transparency, open communication, and collective problem-solving while maintaining productivity, with the aspect of standing helping to keep the meetings short and proactive.

What is the purpose of a Weekly Stand Up Meeting?

The purpose of running a weekly stand-up meeting as a leader is to promote communication, collaboration, and alignment among team members. It provides an opportunity to discuss progress, address challenges, and brainstorm solutions, ultimately increasing productivity and accountability within the team.

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


Step 1: Planning

In this phase, it’s imperative to establish a definite day and hour for the weekly stand-up meeting. Opt for a slot when everyone’s available for maximum participation. Consistency in scheduling each week is key. Notify all members about the meeting and cross-verify that it’s duly recorded on their calendars for minimal scheduling conflicts and missed appointments.

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Step 2: Set an Agenda

In the meeting, we’ll be discussing focused topics outlined in our concise agenda. These include detailed progress updates on ongoing projects, comprehensive task reports—an essential follow-up for previously assigned tasks, and discussion on pressing issues that need collaborative team insights and decision-making.

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Step 3: Briefing

Begin your meeting with a concise summary of the previous week’s actions and their updated status. This helps to reacquaint everyone with the current progress. Present a succinct introduction to the day’s agenda to guide the discussions. It’s vital to ensure that the meeting’s flow and format is understood by every attendee. This clarity will optimize participation and facilitate a productive session.


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Step 4: Individual Updates

In this phase, each team member succinctly shares their recent achievements, upcoming plans, and any challenges encountered. This process necessitates precise, concise updates to ensure time efficiency. It’s a crucial touchpoint that fosters transparency, coordination, and the chance to troubleshoot ongoing issues together.

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Step 5: Problem-Solving

Once everyone has given their individual updates, start addressing any problems that were discussed. It’s important to remember that if an issue needs more in-depth discussion, instead of derailing the entire meeting, make a note of it and schedule a separate meeting with the appropriate members. This approach ensures that stand-up meetings remain short and focused, which is crucial for their effectiveness in facilitating quick problem-solving and maintaining momentum.

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Step 6: Plan Next Steps

In organizing a productive meeting, it’s vital to break down extensive goals into manageable tasks meant for completion within the next week. This involves identifying necessary actions, determining key objectives, and developing a detailed execution plan aimed at the incremental achievement of the larger goal.

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Step 7: Meeting Wrap-Up

At the meeting’s conclusion, provide a comprehensive summary highlighting the main points reviewed. Recap any solutions decided upon to aid clarity. Additionally, outline tasks assigned to different individuals or teams, underlining the groundwork for your team’s forward movement.

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Step 8: Distribute Meeting Minutes

Once the meeting concludes, circulate a comprehensive summary encapsulating key updates, identified issues, and next week’s action plans. This summary, functioning as a common reference point, is crucial for participant recollection and informative for absentees, ensuring everyone stays aligned and informed on ongoing projects.

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Questions to ask as the leader of the meeting

1. What did you accomplish since our last meeting?
– This question helps the leader gauge the progress made by each team member since the previous meeting, ensuring that tasks are being accomplished as expected.

2. What challenges did you face?
– By asking about challenges, the leader can identify any roadblocks or obstacles hindering progress, allowing them to provide necessary support or guidance to overcome them.

3. Do you need any help or resources for your current tasks?
– This question ensures that team members have access to the necessary resources and support, helping them stay productive and clarifying any potential roadblocks.

4. Are there any tasks on your plate that need to be reprioritized?
– By asking about task prioritization, the leader can ensure that team members are focused on the most important tasks and make adjustments if necessary.

5. Are there any dependencies or collaboration needed with other team members?
– This question helps identify any dependencies between tasks and team members, encouraging collaboration and efficient work progress across the team.

6. What are your plans and goals until the next meeting?
– Asking this question allows the leader to understand each team member’s priorities and align them with overall team goals, ensuring everyone is on the same page moving forward.

7. Is there anything else you’d like to share with the team?
– This question opens up the floor for team members to address any additional topics or concerns that may not have been covered by the previous questions, promoting transparency and open communication.

As a leader, preparing a well-structured weekly stand-up meeting agenda is crucial for maximizing efficiency and productivity. Start by outlining key discussion points, goals, and updates to ensure everyone is aligned. Prioritize time-sensitive topics and allow team members to contribute their own agenda items. Keep it concise, focused, and time-bound to keep the meeting on track and ensure a successful outcome.

How To Prepare For A Weekly Stand Up Meeting
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During weekly stand-up meetings, it is crucial to discuss project updates, task progress, potential roadblocks, and accomplishments. Additionally, team members should share upcoming milestones, collaborative opportunities, and any assistance required. The meeting should foster open communication, problem-solving, and alignment among team members to ensure effective coordination and project success.

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

Software helps leaders run weekly stand-up meetings by providing a centralized platform for team members to coordinate and collaborate. It enables leaders to set meeting agendas, track progress, assign tasks, and share important updates. With features like real-time messaging, file sharing, and task management, software streamlines communication and enhances productivity, ensuring that each meeting is productive and efficient.

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Running an effective weekly stand-up meeting can make a significant difference in team productivity and morale. It provides a platform for clear communication, enhanced collaboration, identification of roadblocks, and keeps everyone on the same page. The key ingredients for a successful stand-up meeting are preparation, time management, participant engagement, focus, and follow-up actions. Remember that the stand-up isn’t a platform for problem-solving – the goal is to give a clear overview of progress and flag potential issues. With these tips, you’ll be well on your way to conducting stand-up meetings that are productive, efficient, and hugely beneficial to your team’s workflow.

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 weekly stand-up meeting?

A weekly stand-up meeting, also known as a ‘scrum’, is a short, regular meeting where team members provide updates on their work, discuss challenges, and plan the activities for the coming week. These meetings are typically brief, lasting around 15 minutes, and are designed to enhance communication and efficiency in the team.

What is the typical structure of a weekly stand-up meeting?

The typical structure of a weekly stand-up includes three questions each team member answers What did I accomplish last week? What will I do this week? What obstacles am I facing? This straightforward agenda keeps the meeting focused and productive.

Who should attend a weekly stand-up meeting?

The entire core team should attend a weekly stand-up meeting, including team leaders, project managers, and team members. Stand-ups can be open to stakeholders or others on an as-needed basis, but the goal is to maintain a small, dedicated group to keep the meeting brief and focused.

What do I need to prepare for a weekly stand-up meeting?

For a weekly stand-up, each team member should come prepared to discuss their progress since the last stand-up, the goals for the coming week, and any obstacles they’re facing. It’s recommended that notes are taken during the week to ensure information is accurately shared at the meeting.

How are weekly stand-ups beneficial?

Weekly stand-ups can greatly improve team communication and collaboration. They hold team members accountable for their tasks, provide an opportunity to address problems early, and ensure everyone is updated on the project progress. This can lead to more productive work and successful project outcomes.

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