A weekly meeting is usually conducted to address recurring problems and issues which might be solved with the shared knowledge and experiences of all team members. It is also an excellent venue to monitor the organization’s key performance indicators, and to remind each member of their responsibilities to help the team achieve its goals. This is also where the team reviews feedback from the customers and other opportunities to improve the organization’s performance.
When people with shared vision sit together to discuss areas of mutual concerns, it sparks creativity, and the possibilities that result are limitless.
- Weekly Meeting: Sample Schedule Part 1
- Weekly Meeting Template Free Download Part 2
- Additional Sources Part 3
- How to Spend Less Time on Meetings? Part 4
Part 1
Weekly Meeting: Sample Schedule
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A. Determine what needs to be discussed during the meeting.
One of the most important considerations when preparing for a weekly meeting is knowing beforehand what will be discussed. This information may come from the executive team, from a current issue, or from the team members themselves. A well-structured weekly meeting agenda will ensure that the upcoming meeting will not become “just another meeting” to waste time with, but an event that the participants will look forward to.
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B. To maximize productivity and considering the frequent nature of weekly meetings, they should be kept short and follow a precise schedule.
Here is a sample schedule of a weekly meeting:
1. The first five minutes may be used to discuss good news. It could be an inspiring story of how a certain employee delivered excellent service to a customer or a best practice that enabled a team member to accomplish a task efficiently.2. The next five to ten minutes may be allotted to review individual or team metrics. Metrics should be reviewed only in terms of the numbers. There should not be discussion of the reasons behind them.
3. Then, the following ten minutes is the time to discuss issues and concerns faced by the employees or their customers.
4. The next ten minutes should be used to track the development or progress of a project, including the team member’s individual tasks. Assigning or reassigning of tasks may also be done at this point.
5. The remaining ten to thirty minutes may focus on the main topic to be discussed at that particular meeting. The subject matter could be something that the team may brainstorm for, and the article here discusses different brainstorming tools and techniques. Aside from brainstorming, somebody from the team may have a presentation about it.
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C. Since this is a weekly activity, roles may be assigned alternately among team members.
This is a good way of sharing responsibilities and creating a different atmosphere to each meeting. Also, it is always a good practice to inject creativity towards the facilitation of the meeting to make it more enjoyable.
Part 2
Weekly Meeting Agenda Template: Free Download
Click Here to Download Weekly Meeting Agenda Template DOCX
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Templates on Status Platform:
Part 3