Have you ever walked into the office kitchen in the morning only to find your co-workers clustered around the table in deep discussion? As you pour your coffee, you hear snippets of “team updates” and “blockers”. That’s likely your team’s daily stand up meeting in action.
Therefore, in this article, we will clarify what a daily stand up meeting is, as well as the best practices we’ve learned firsthand. Dive into the post!
Table of Contents
What is A Daily Stand Up Meeting?
A stand-up meeting is a daily team meeting in which participants have to stand to keep it brief and focused.
The purpose of this meeting is to provide a quick update on the progress of ongoing projects, identify any obstacles, and coordinate the next steps with 3 main questions:
- What did you accomplish yesterday?
- What do you plan to do today?
- Are there any obstacles in your way?
These questions help the team to focus on keeping aligned and accountable, rather than in-depth problem-solving. Therefore, the stand-up meetings usually last only 5 – 15 minutes and are not necessarily in the meeting room.
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6 Types Of Stand Up Meetings
There are several types of stand-up meetings, including:
- Daily Stand-up: A daily meeting held at the same time each day, usually lasting 15 – 20 minutes, to provide a quick update on the progress of ongoing projects.
- Scrum Stand-up: A daily meeting used in the Agile software development method, which follows the Scrum framework.
- Sprint Stand-up: A meeting held at the end of a sprint, which is a time-boxed period for completing a set of tasks, to review progress and plan for the next sprint.
- Project Stand-up: A meeting held during a project to provide updates, coordinate tasks, and identify potential roadblocks.
- Remote Stand-up: A stand-up meeting held with remote team members over video or audio conferencing.
- Virtual Stand-up: A stand-up meeting held in virtual reality, allowing team members to meet in a simulated environment.
Each type of stand-up meeting serves a different purpose and is used in different circumstances, depending on the needs of the team and the project.
Benefits of Daily Stand-Up Meetings
Stand up meetings bring a lot of benefits to your team, including:
1/ Improve Communication
Stand-up meetings give opportunities for team members to share updates, ask questions, and provide feedback. From there, people will learn how to communicate effectively and improve their communication ability.
2/ Improve Transparency
By sharing what they’re working on and what they’ve accomplished, team members increase visibility into the progress of projects and help identify potential roadblocks early. The whole team is open to each other and transparent in every phase of the project.
3/ Better Alignment
A stand-up meeting helps keep the team united on priorities, deadlines, and goals. From there, it helps to adjust and solve any problems that arise as quickly as possible.
4/ Increase Accountability
A stand up meeting holds team members accountable for their work and progress, helping to keep projects on track and on time.
5/ Efficient Use Of Time
A stand up meeting is short and to the point, allowing teams to quickly check in and get back to work instead of wasting time in lengthy meetings.
8 Steps To Run A Stand Up Meeting Effectively
To run an effective stand up meeting, it’s important to keep a few key principles in mind:
1/ Choose a timetable that works for your team
Depending on the project and the needs of your team, choose the time and frequency of the meeting that works. It could be once a week at 9 am on Monday, or twice a week and other time frames, etc. A stand up meeting will be held depending on the group’s workload.
2/ Keep it brief
Independent meetings should be kept as short as possible, usually no longer than 15-20 minutes. It helps keep everyone focused and avoids wasting time in lengthy discussions or arguments that get nowhere.
3/ Encourage the participation of all team members
All team members should be encouraged to share updates on their progress, ask questions, and give feedback. Encouraging everyone to participate actively helps build teamwork and fosters open, effective.
4/ Focus on the present and the future, not the past
The focus of a stand up meeting should be on what has been achieved since the last meeting, what is planned for today, and what obstacles the team is facing. Avoid getting bogged down in lengthy discussions about past events or issues.
5/ Have a clear agenda
The meeting should have a clear purpose and structure, with set questions or topics for discussion. Therefore, having a clear meeting agenda helps keep it focused and ensures that all key topics are covered and not lost on other issues.
6/ Encourage open communication
In a stand up meeting, open – honest dialogue and active listening should be promoted. Because they help identify any potential risks early and allow the team to work together to overcome them.
7/ Limit distractions
Team members should avoid distractions by turning off phones and laptops during the meeting. It should be a prerequisite for team members to fully focus on the meeting to ensure that everyone is on the same page.
8/ Be consistent
The team should hold daily stand up meetings at the same pre-agreed time and place while adhering to the established agenda. This helps build a consistent routine and makes it easier for team members to prepare and proactively schedule meetings.
By following these best practices, teams can ensure that their stand up meetings are productive, effective, and focused on the most important goals and objectives. Besides, daily stand up meetings can help improve communication, increase transparency, and build a stronger, more collaborative team.
Example Of A Stand Up Meeting Format
An effective stand up meeting should have a clear agenda and structure. Here is a suggested format:
- Introduction: Start the meeting with a quick introduction, including a reminder of the purpose of the meeting and any relevant rules or guidelines.
- Individual Updates: Each team member should provide a brief update on what they worked on since the last meeting, what they plan to work on today, and any obstacles they are facing (Use 3 key questions mentioned in section 1). This should be kept concise and focused on the most important information.
- Group Discussion: After individual updates, the team can discuss any issues or concerns that emerged during the updates. The focus should be on finding solutions and moving forward with the project.
- Action Items: Identify any action items that need to be taken before the next meeting. Assign these tasks to specific team members and set deadlines.
- Conclusion: End the meeting by summarizing the main points discussed and any action items assigned. Ensure that everyone is clear on what they need to do before the next meeting.
This format provides a clear structure for the meeting and ensures that all main topics are covered. By following a consistent format, teams can make the most of their stand up meetings and stay focused on the most important goals and objectives.
In conclusion, a stand up meeting is a valuable tool for teams looking to improve communication and build a stronger, more collaborative team. By keeping the meeting focused, short, and sweet, teams can make the most of these daily check-ins and stay stuck with their missions.
Frequently Asked Questions
What is stand up vs scrum meeting?
Key differences between stand-up vs scrum meeting:
– Frequency – Daily vs weekly/bi-weekly
– Duration – 15 mins max vs no fixed time
– Purpose – Synchronization vs problem-solving
– Attendees – Core team only vs team + stakeholders
– Focus – Updates vs reviews and planning
What is the meaning of standing meeting?
A standing meeting is a regularly scheduled meeting that occurs on a consistent basis, such as weekly or monthly.
What do you say in a stand-up meeting?
When in a daily stand up meeting, the team will often discuss about:
– What each person worked on yesterday – a brief overview of tasks/projects individuals were focused on the prior day.
– What each person will work on today – sharing their agenda and priorities for the current day.
– Any blocked tasks or impediments – calling out any issues preventing progress so they can be addressed.
– Status of active projects – providing updates on the status of key initiatives or work in progress.