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Meeting Cadence

Meeting Cadence

A meeting cadence is how often a meeting is held. For example, if you and a direct report check in every Friday morning, that’s a weekly cadence. If you have a request to meet every other month, that’s a bimonthly cadence.

The challenge for every company is how frequently meetings should take place. In an increasingly distributed workforce where a face-to-face Zoom is sometimes the only interactions you’ll have with your team, these are often overscheduled in the hopes that these “in person” meetings will be beneficial to building relationships and team morale.

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Fewer Meetings = Better Meetings

Research shows that 15% of an organization's time is spent in meetings. Imagine moving that 15% towards actionable tasks that can increase revenue in your business? Less meetings and more money? An easy win.

A whopping 73% of people admit to multitasking during meetings. Let your employees ...

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Different Companies, Different Needs

You want your team to know what everyone is working on, but you also want to allow for enough freedom for everyone to work autonomously. 

Here are a few examples of some common meetings and how frequently they might meet.

  • One-on-One Meetings: Weekly meeting cadence
  • All Ha...

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Information Seeking And Giving

These meetings fall into any of the following categories:

Seeking Information

  • A kickoff meeting for a new project
  • A project team meeting to discuss next steps
  • Management meeting to check in on how teams are running
  • A one-on-one with a dire...

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Four Do’s and Don’ts For Your Meetings

  1. Do create an agenda. Make sure everyone knows what will be covered in advance so they can attend better prepared.
  2. Don’t leave room for questions at the end. Instead, use Slack or email for any follow-ups since there’s never enough time at the end of the meeting to get to everyone’s q...

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Change Your Cadence: Asynchronous vs Synchronous Meetings

Once you’ve determined that you’ve got a weekly cadence for one project and another weekly cadence for an all-staff check-in, that doesn’t mean these have to be formatted in the same way.

You have to decide if the meeting is information seeking or information giving, which we alluded to ear...

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Five Questions To Ask Before Making a New Meeting Request

  1. What is the goal of this meeting?
  2. Can this meeting happen asynchronously?
  3. Is this a high-priority or urgent task?
  4. Do these types of meetings regularly run over the allotted time?
  5. Do we run out of items to discuss in these types of meetings?

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janekin

Clothing/textile technologist

All About Meeting Cadence

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Reconsidering regular meetings

To consider if a regular meeting should happen, drop them and see what happens.

A team can have a meeting every second week and still feel like they get enough face-time. While it is easy to default to a weekly meeting, we should ask ourselves if it is necessary.

Creating a productive meeting culture

Most of us will struggle to stay focused during very long meetings - our attention is going to wander after an hour.
Long meetings could be a sign of failure of leadership to run efficient meetings. To change that, consider these questions:

  • C...

Amazon memo meeting structure

Narrative structure is the way forward in the modern meeting environment.

Amazon does things differently. At the start of each meeting, each participant reads a narratively-structured six-page memo. This memo doesn’t carry the writer’s name. In many cases, its creation is a team effort.

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