Team meetings are the key to getting everyone on the same page, and when it comes to setting priorities and making sure everyone's holding their end of the bargain, check-in meetings take the spotlight.
In today's guide, we're going to share with you why these team check-ins are the type of meeting every manager should consider, as well as providing you with a detailed itinerary on how to plan and run them! Squeeze every drop of potential from these underrated team meeting variants!
What is a check-in meeting?
Think of a check-in team meeting as the pit stop during a Formula 1 race for your team. It's that intentional pause in the middle of the high-speed work circuit. With a check-in meeting, everyone pulls into the ‘pit lane’ (either online or in person) to address any issues that have popped up, assess the ‘race’ so far and fine-tune the strategy for the next laps.
A check-in meeting also provides the team members a chance to share updates on their progress and exchange valuable insights.
This allows team members to sync up, align their efforts, and steer the project in the right direction. By holding a check-in meeting you allow collaboration to flourish and help to avoid miscommunications or any other unexpected detours that might pop up on the road to success.
How often should check-in meetings take place?
Now, let's talk frequency. How often should managers hit the play button on these check-ins? Well, if we go back to our F1 idea, we don't want to do it every five minutes, but you definitely don't want to wait until it’s too late and the engine has broken!
Most people find that a weekly check-in is the best schedule for them. It's frequent enough to catch any issues before they become full-blown problems, but not so often that it feels like you're living inside of a meeting marathon. Of course, the exact timing might depend on your team, the nature of your work, and how fast things change in your company.
The key is to strike a balance. You want to keep everyone in the loop, but you also don't want to be the manager who calls a meeting for everything, right? So, find that sweet spot, and let those check-ins keep your work project race car running smoothly!
Planning before the check-in meeting begins
The key to running a check-in meeting, or any meeting, is how well you prepare before the meeting starts. There’s no chance of ‘winging it’ and it being a success! Plus, who would want to do that? This is a great chance to get all the information you need from your team, so make sure you utilize it by planning carefully beforehand.
Set a clear agenda
Let's kick off this meeting on the right foot. Before we dive in, let's figure out the game plan. What's your mission here? Consider jotting down the nitty-gritty – project updates, hurdles you’re going to tackle, or even some wins worth celebrating. Once we're crystal clear on that, it's agenda time! Create an informative outline of what you’re going to chat about. And, of course, send it over to everyone before the meeting begins so everyone is singing from the same hymn sheet.
Schedule appropriately
Now, about time – we all know it's as precious as gold. So, let's be smart about it. Pick a time that works for everyone, no one left out. Let’s also make sure you’re not squeezing an already tight meeting cadence. A well-paced meeting is a happy meeting, right? So, give everyone the time they need to dig deep into discussions without feeling like they’re in a race against the clock.
Technology check
Tech glitches – the uninvited guests nobody asked for. But that’s ok, just don’t give them a chance to crash your party! Before we kick things off, take a hot minute to make sure your meeting platform is playing nice. Check those audio and video settings if you’re planning to use technology to take the meeting – we don't want anyone talking to the void! If there are any documents you’re going to be relying on, make sure to get them out there before showtime. Smooth tech sailing is the goal, and you should be aiming for nothing less!
Review previous action items
Time for a little flashback to your last meeting. Remember that to-do list you cooked up? Well, it's time to see how you fared. Did you crush those action items, or are some still outstanding? Either way, be ready to talk with your team about them. High-fives for victories and brainstorming for setbacks. This is your chance to plot your next moves and keep the momentum rolling.
During the meeting
Let’s check out the agenda you should be following during the check-in meeting:
Welcome and icebreaker (10 minutes)
Objective: Create a positive and inclusive atmosphere, set the tone for collaboration.
Try to match the warm hug your grandma gives you when you visit. We kick off with a friendly greeting, making everyone feel like they've just walked into a room full of friends. Then, we throw in a fun icebreaker, like asking what everyone's excited about this week. It's like breaking the ice at a party - casual and easygoing.
Activities:
- Greet everyone warmly.
- Check-in question: "Share one thing you're excited about this week."
Top tips:
- Encourage active participation.
- Keep it light-hearted to ease into the meeting.
Review of previous action items (15 minutes)
Objective: Ensure accountability and track progress on previously assigned tasks.
Now let's get down to business. We dive into what we discussed last time. It's like looking at the to-do list from the last family meeting. Did you manage to fix that leaky faucet or start that report? We want updates, and if there were any roadblocks, let's figure out how to clear them.
Activities:
- Call attention to action items from the last meeting.
- Request updates and discuss any challenges faced.
Top tips:
- Encourage honesty about progress.
- Focus on problem-solving if any issues arise.
Individual updates (30 minutes)
Objective: Provide a platform for team members to share updates on their projects and tasks.
Time for each team member to shine! You want to hear updates on projects, achievements, and challenges – the whole shebang. Keep it dynamic with a bit of Q&A after each update.
Activities:
- Allocate time for each team member to discuss their current workload.
- Share achievements and challenges.
- Allow for brief questions or comments after each update.
Top tips:
- Ensure equal participation.
- Promote a supportive environment for sharing challenges.
Discussion of current projects (25 minutes)
Objective: Foster collaboration and ensure alignment on ongoing projects.
Now, you want everyone to put their heads together and talk shop. Why not try strategy session? Everyone can throw in their ideas on how to conquer the next big project. You can discuss the status of ongoing projects, roadblocks, and brainstorm solutions.
Activities:
- Identify key projects and their status.
- Discuss potential roadblocks and solutions.
- Encourage open communication for feedback.
Top tips:
- Keep discussions focused on relevant details.
- Foster a culture of constructive feedback.
Team goals and priorities (20 minutes)
Objective: Align the team on overarching goals and immediate priorities.
Time to zoom out a bit. You need to revisit the big picture, the team's goals. Any adjustments needed? Let's agree on our next moves and who's taking the lead on what. Teamwork makes the dream work, right?
Activities:
- Revisit team goals and priorities.
- Identify any adjustments or refinements needed.
- Agree on next steps and responsibilities.
Top tips:
- Maintain a balance between short-term and long-term goals.
- Ensure clarity on individual roles in achieving team goals.
Open floor for concerns and suggestions (15 minutes)
Objective: Provide a platform for team members to voice concerns and share suggestions.
Now, the stage is open for anything and everything. It's similar to a town hall meeting where everyone has a say. Got concerns, suggestions, or just want to share thoughts? This is the time. Everyone discusses and, more importantly, finds solutions together.
Activities:
- Open the floor for any additional topics or concerns.
- Encourage constructive dialogue.
- Discuss potential solutions.
Top tips:
- Emphasize that all feedback is valuable.
- Foster an environment where everyone feels heard.
Wrap-up and next steps (10 minutes)
Objective: Summarize key takeaways and outline action items for the next steps.
Now, the stage is open for anything and everything. It's like a town hall meeting where everyone has a say. Got concerns, suggestions, or just want to share thoughts? This is the time. We discuss and, more importantly, find solutions together.
Activities:
- Recap decisions and action items.
- Confirm deadlines and responsibilities.
- Share any additional announcements or reminders.
Top tips:
- Keep the wrap-up concise.
- Reiterate the importance of the team's contributions.
TLDR? No problem!
If our guide was a little too long for your busy working day, or you’re a little nervous about forgetting key elements, we’ve got your back! Below is a printable table of the key points that you can use whilst in your meetings as a quick reminder.
After the meeting
So, you've just wrapped up that check-in meeting – awesome! Now, let's make sure we don't drop the ball on the momentum we've got going. Here's the lowdown on what we need to tackle post-meeting:
1. Jot down the highlights
Take a sec to jot down the juiciest bits of the meeting. What were the key takeaways? This documentation serves as a reference for both the team and the manager, helping to track progress and follow up on action items.
2. Assign tasks
Alright, action time! Who's on deck for what? Let's be crystal clear about who's tackling which tasks, and by when. No one gets left in the dark here.
3. Publish the meeting minutes
Time for a little show and tell. This can be done through a follow-up email or a shared document, providing a written record of the discussion and any decisions made.
4. Gear up your team
Make sure your team has the tools and support they need to crush those tasks. Any roadblocks? Let's clear them out of the way. This might involve addressing any concerns, clarifying expectations, or providing additional information that may be needed.
5. Monitor progress
Play detective and keep an eye on the action items. How's everyone doing? Any hiccups? If there are any roadblocks or challenges, the manager or facilitator should be proactive in addressing them to keep the team on track.
6. Feedback time
What did the team think of the meeting? Are we nailing it, or is there room for improvement? This feedback loop helps improve future meetings and ensures that the team's needs are continually addressed.
7. Celebrate the wins
Don't forget to throw a little virtual confetti for wins, no matter how small. Recognition boosts morale and motivates the team to continue working towards common goals.
8. Flexibility is the name of the game!
Stay flexible! If the plan needs a tweak or two, let's not be afraid to pivot and be adaptable. Flexibility is key to ensuring that the team can navigate changes and challenges effectively.
9. Reflection
Take time to reflect on the effectiveness of the check-in meeting. Consider what went well, what could be improved, and whether the meeting format and frequency are conducive to the team's needs. Use this reflection to refine future meetings for optimal productivity.
10. Mark your calendar for the next check-in
Schedule the next check-in. Regular check-in meetings keep the communication lines wide open and the team vibe strong. Perhaps next time you could try a different setting and plan a strategic meeting, or brainstorming session, perhaps even an off-site work retreat? Sounds unorthodox, right? Well, you could be missing out!
Consider your next team meeting to be offsite!
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We also take care of the following:
🎯 Engaging team-building activities
🍽️ Réservations de restaurants
🗺️ Assistance d'experts pour la planification de votre séminaire
🔧 Un accompagnement sur site, adapté à vos besoins
Make your meetings productive and memorable – book your offsite meeting with Surf Office now!
