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How to set up a recurring meeting

How to set up a recurring meeting

To set up recurring meetings, open calendar app, select New Event,’ choose frequency, invite attendees.

Frequency of Recurring Meetings

Determining the right frequency for your recurring meetings is essential. It will allow you to strike the perfect balance between letting everyone share the latest updates and discuss the project while not holding your colleagues from work too frequently. Here is how to choose a meeting cadence that works best:

Consider the nature of the meeting. First and foremost, consider the purpose of your meetings. Are these scheduled for sharing project updates, team check-ins, or decision-making? If your project is fast-paced and requires frequent reporting, holding weekly meetings might be justified, and, if you only need to connect with the participants regularly, monthly gatherings might serve the purpose.

Talk to the participants. When choosing the frequency and the time for the recurrence of your meetings, do not forget to involve the participants in the process. Using a Doodle poll or a scheduling app for this matter might prove to be a good idea as you can also consider the availability and preferences of the people you are scheduling with, especially if your meeting is international and the participants are in different time zones.

Stay flexible. Do not be afraid to change the meeting cadence if it no longer serves the purpose. It might depend on the project’s phase, the specific meeting, or the participants’ opinions.

Pick a time and day of the week. Once you have made a decision about the frequency of your meetings, find the most suitable day and time for all your recurrent gatherings. This will allow your colleagues to get used to the time and add the scheduled event to their calendars well in advance.

Recurring Meeting Tools and Devices

Picking the right platform for the meetings is another crucial step you have to take. As a rule, you cannot go wrong when selecting Zoom, Microsoft Teams, or Google Meet. Make sure that the system supports recurrent scheduling, let alone interfacing all the members’ calendars.

Regularly assess the effectiveness of your recurring meetings. Are they achieving their intended purpose? Solicit feedback from participants and be ready to tweak the format, frequency, or even the necessity of the meetings based on this input. Additionally, ensure your meetings are not just a formality but a platform for meaningful exchange. Encourage participation and ensure everyone’s voice is heard. This fosters a more engaged and productive team environment.

Following these steps and considerations will help ensure that you set up recurring meetings that are not only efficient and productive, but also adaptable to the changing dynamics of your team or project. Remember, your goal is to facilitate communication and progress, not to rigidly adhere to a schedule if the latter no longer serves its intended purpose. Stay flexible, stay engaged, and keep your meetings relevant and productive.

Scheduling Your First Recurring Meeting

Kicking off your first recurring meeting might seem daunting, but with the right approach, you can set the stage for effective and productive sessions. From pinpointing the perfect timing to ensuring every session is impactful, let’s dive into the essentials of scheduling and executing your first recurring meeting like a seasoned pro.

Choosing the Ideal Time

Finding the sweet spot for your meeting’s timing is half the battle won. This involves a mix of strategic planning and understanding your team’s workflow.

Poll Your Team

Start by polling your team members for their availability. Tools like When2meet or Doodle can simplify this process, allowing you to visualize the best time slots that work for everyone, especially since your team might be spread across different time zones.

Select the Right Time

Consider the way we work and try to think of the time that would be right for everyone not forgetting that people’s energy changes throughout the day and the week. For example, while our Monday morning could be seen as a great opportunity to start the week productively, Friday afternoon might not be the best time to get the highest engagement rate. In addition to that, consider work patterns and choose the time when people are the most likely to attend.

Establish a Regular Schedule

Once a time is set, book it on your team’s calendar every week. When it comes to setting up a recurring meeting, it is not enough to schedule a recurring appointment in your calendar. The opportunity to send an invitation to all participants ensures higher attendance. Choose a platform that is reliable, user-friendly and will support the delivery of your message.

Setting Up the Meeting

Indeed, the most important part of the meeting happens even before it has started. The logistics to consider at this point help to ensure that the meeting is going to run smoothly and that everyone is able to attend it.

Choose a Platform

There are numerous both free and payable platforms to choose from such as Zoom, Microsoft Teams or Google Meet. Pick a platform that will tell you at a glance who of the participants is going to attend the meeting and will send the invitation automatically evolving into a part of the calendar. Preferably, choose a platform that has integrated a calendar tool supporting a recurring meeting. That way, the old meeting link can be used every time an appointment comes recurring in your calendar and no new link has to be generated.

Making Changes to Recurring Meetings

Even the best-planned recurring meetings may need changes as projects progress and teams evolve. Recognizing when and how to make these changes is key to maintaining the effectiveness and relevance of your meetings. From timing tweaks to format overhauls, let’s explore how you can make changes to your recurring meetings to better meet your team’s needs.

Evaluating Current Meetings

Some questions to consider:

  • Are the meetings productive?

  • Is the format engaging for participants?

  • Do the meeting topics still align with the group’s goals?

Making sure you have a clear view of what’s working and what’s not will make it easier to decide what kind of changes need to be made.

Getting Participant Feedback

Create a short survey to collect your team members’ feedback on the meetings. Ask questions about their satisfaction with the format, timing, and productivity of the meetings. You can also leave space for written suggestions to pinpoint the core issues. You want to make sure not to rely solely on feedback, though, as people have different preferences and needs.

Introduce Small Changes

If you’re unsatisfied with the structure or productivity of the meetings, try to experiment with small changes first. It can include changing the time or duration of meetings, as well as slight agenda adjustments. Monitor the results to decide what kind of additional changes might be beneficial.

A recurring meeting should be a constant work in progress. Implementing changes in its format or running can make them more productive and beneficial for your team. Such activity requires fixing deadlines and accountable persons, and that can bring some great results. However, remember to carefully examine the needs of your team to make the right choices.

Conclusion

Ask For Feedback Regularly: Some teams will not admit outright if they feel the meetings are a waste of time. Make it a habit to ask for regular feedback using anonymous surveys or by allocating a few minutes at the end of each regular slot for feedback.

Review Meeting Outcomes Regularly: Take a look at your most recent meetings’ outcomes. Are decisions being made? Are action items actually being done on time? This may be a method to see if you need to change the format or frequency.

Adjusting the Frequency: Sometimes, it is the frequency that is the actual issue. If you have more meetings than needed, they may be a drain. If you run them infrequently, the team may be completely out of touch.

Consider the Project Phase: The current stage of your project may be relevant to the frequency. It is entirely reasonable to have weekly check-ups at the start phase, as they die down and get decreased to bi-weekly as things stabilize.

Be Open to Changing: Do not be afraid to alter frequency based on your team’s feedback. Sometimes, the time between two meetings is too short, sometimes it may be too long.

Change the Day or Time: All too often, time or day slots will not fit neatly into the entire team’s schedule. Moreover, schedules change, teams grow so the perfect time selected for a meeting is no longer relevant.

Reassess every time: Make it a habit to always reassess your team’s schedules. Maybe they were perfect 6 months ago, but your current projects make them impossible to have it running when everyone can participate. Tools that allow the entire team to mark their available slots & extract the common one have been getting increasingly better over the years.

Revamping the Agenda: Sometimes, it is just the agenda that needs a mix up, to make sure your team’s meetings remain on point and effective.

If your meetings cover too broad a range of subjects, consider themed meetings that focus on a particular area. This also enables discussions in depth and problem-solving with regard to this area. In addition, it gives a clear direction to the participants, allowing them to prepare adequately.

Set Time Limits

Allocate a specific time for each of the agenda items. Set restrictive time limits for maximum effectiveness. In this case, participants will be forced to formulate the speech more concisely, as a result of which the problem will be resolved more quickly.

Increase Participation

One problem with recurring meetings is that participation and engagement decrease over time.

Rotate Leads

During the meetings, allow different members of the team to lead them. This approach can add a fresh impetus and provide diversity.

Use Interactive Moments

Occasionally arrange for the holding of votes, quizzes, collection of ideas, etc. This will revive interest, reduce inertia.

After adjustments, consider how much your meetings have improved. Did the changes work? Was there increased interest in the meeting? If the answers are in the affirmative, then the purpose for which you made adjustments has been fully achieved. Simultaneously with this, remaining attuned to the needs of the team, make the necessary changes. You can take comfort in the knowledge that your recurring meetings are now always not a liability, but an asset to your team.

Remember that your goal is to foster understanding of each other and the successful accomplishment of your shared objectives. By being prudent in maintaining meetings, you can undoubtedly approach your goal. This article has discussed some best practices to help you make your meeting successful.

Set Clear Objectives

Before scheduling any recurring meeting make sure to have a clear purpose and its objectives. Whether it is for status updates, brainstorming, or decision-making, having a clear “why” behind your meeting will inform the format, frequency, and invited participant. Stick to Team goals. Make sure that whatever the meeting’s objective or an overall recurring meeting time is tied to broader team or project goals. Aligning always makes sure that it helps in keeping the discussions focused and outcomes relevant.

Frequency

Not every meeting needs to be weekly. The goal is to have the right frequency of meetings to keep everyone informed and engaged without overloading their calendars.

Needs

Be ready to adjust recurring meeting’s frequency according to the feedback from the team. A daily check-in meeting necessary on the project’s kick-off stage might not be even close to necessary by the time the project is finished.

Duration

The limited resource is time, treat them as a limited one. The meetings should not take any more than 30 minutes or an hour at most. Further, be strict about the beginning and ending times. Respecting the time by keeping it short and targeted on items is key to keeping everyone happy and engaged.

Agenda Items

Instead of making it a habit of “over the coffee chat” meeting, have a specific agenda with timings per item. The best way to ensure that agenda points are adhering is to buy a simple kitchen timer and have it at every meeting.

Agenda

An agenda before the meeting is a must. Have it structured for every meeting, and have it sent before the meeting.

Input, Agenda

Encourage team participants to give their points into the main agenda. It makes it the place where they can not only announce critical points and thoughts but also makes it more collaborative. Making sure that every important point is raised.

Active participation

It always needs to be a forum for every side of the discussion, not just a couple of mind’s decision making.

Rotate roles

Try to make different team members switch the roles of the facilitator and note-taker for every scheduled meeting.

Leverage Technology

Get the most out of digital tools to enhance the efficiency and interactivity of the recurring meeting. Employ polls, real-time editing of documents, brainstorming, or simple sharing of tools on a common platform to facilitate the organization of the meeting.

Ensure Accessibility

The meeting should be designed in a manner that would ensure that every member of the team has access. Make it possible for those working remote or in a different time zone to participate.

Follow Up

This is arguably as critical as what happens during the meeting. Ensure that decisions made and assigned duties lead to progress.

Distribute the Notes

The complete summary of the meeting should be sent out no later than 24 hours after the meeting took place. This would allow everyone to remain updated on the developments and be encouraged to fulfill their roles.

Regularly Review the Value of the Meeting

This should not be limited to the short-term results produced by a single meeting. Review with a frequency whether the meeting is accomplishing the purpose for which it is designed and delivers lasting benefits for the team.

Feedback

Regularly solicit opinions on how the meeting can be improved and show readiness to implement the proposed changes.

Should these standard best practices be maintained, the recurring meeting would achieve its goal and become a productive and valuable exercise benefiting the entire team. They should not be universally defined as necessary for the reason that not only those concerned with having a valuable discussion and successfully reaching agreements or conclusions. Meet consistently, interact effectively, and achieve the goals with well-planned recurring meetings.

Establish a Regular Cadence

Setting a consistent schedule for team engagements is foundational. This creates a rhythm that team members can rely on and plan around, ensuring that these touchpoints are a regular part of their work life.

Determine Frequency Based on Team Needs

Consider the nature of your work, project deadlines, and team size to decide on the frequency of these engagements. While some teams thrive with weekly check-ins, others may find bi-weekly or monthly meetings sufficient to stay connected and informed.

Diversify the Types of Engagements

Not all team engagements need to be formal meetings. Mixing in different types of interactions can keep the team energized and engaged.

Incorporate Informal Check-ins

In addition to scheduled meetings, spontaneous or informal check-ins can encourage open communication and strengthen relationships within the team. These can be as simple as a virtual coffee break or a quick chat on collaboration platforms.

Focus on Engagement and Interaction

The core of these engagements should be meaningful interaction, not just disseminating information. Encourage dialogue, feedback, and collaboration to make these sessions valuable for everyone involved.

Encourage Participation from All Members

Make it clear that everyone’s input is valued. Use engagement techniques like round-robin sharing or breakout discussions to ensure all voices are heard. This not only boosts morale but also uncovers diverse perspective and ideas.

Utilize Technology Effectively

With many teams working remotely or in a hybrid model, leveraging technology is key to successful team engagements.

Choose the Right Tools

Select tools and platforms that best support your team’s needs for communication and collaboration. Whether it’s video conferencing tools, shared workspaces, or project management software, the right technology can enhance the quality and effectiveness of your engagements.

Build a Culture of Openness and Trust

At the heart of successful team engagements is a culture where team members feel safe to share their thoughts, challenges, and successes.

Lead by Example

Show vulnerability and openness in your communications. When leaders demonstrate the behavior they expect from others, they set the standards for the entire team to follow.

Regularly Evaluate and Adapt

It is essential to ensure that regular team engagements stay effective and relevant over time. Therefore, they should be continuously evaluated, and if necessary, adjusted.

Solicit and Act on Feedback

Team leaders should be ready to request and act on team feedback about the format, frequency, and content of team engagements. They should be willing to modify and update these meetings to ensure they remain productive and effective.

By following these guidelines, any team leader can take a structured yet flexible approach to regular team engagements. As a result, the workplace will become a place where every member of the team feels heard, valued, and supported. The overarching goal of all these meetings should be to support and uplift each other, driving towards shared success.

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