Status update meetings are some of the more essential meetings your team should have (that is if you run them correctly) - these meetings allow you and your team to align your processes towards the common goals set forth on a specific project. Get the most out of your status update meeting by running it with a Complish discussion (aka, an async way to run fewer, better meetings).
Any meeting that involves sharing information on the status of a project across departments can be classified as a status update meeting. Although not all status update meetings are cross-departmental, they can occur within individual teams as well.
In a status update meeting, team members have the opportunity to communicate on current updates, their progress towards tasks as they relate to the project, any challenges or roadblocks they've encountered or anticipate, and open action items that require completion.
Normally, a meeting intended to provide a status update on a project should last no more than 45 minutes in length. And, as a rule of thumb, if you're wondering how many people are in a status update meeting, or, 'should be', these meetings are typically run with 10 attendees or fewer.
Those attending are usually the managers or leaders of the teams; however, status update meetings can also be conducted within individual teams - in this case, the attendees would be the team leader and the team members who are working on the project. Regardless of if your status meeting is being held across departments or within an individual team, a progress update meeting agenda is indispensable.
Before diving into your meeting, set the tone by writing up a meeting agenda that attendees can pop into beforehand to review. In the status update meeting agenda, be sure to include:
Using a Complish status update meeting template speeds up meeting prep and ensures you don't miss any important steps in the actual meeting.
Wondering how to give an update in a meeting? When sharing your status update, keep it short and precise. Here's an example of an update a marketing team may give regarding a company re-branding project.
Marketing team lead: "Last week we outlined all the new marketing materials we'll need to create and which ones we need to update. The new sales stack is on track to be rewritten and the onboarding emails will all be updated as per the new brand guidelines - set to be completed by Friday at the latest."
Meeting organizer: "Are there any pending action items on the new onboarding workflows following last week's update meeting?"
Marketing team lead: "We hit a roadblock earlier in the week with connecting the workflows, but it's all sorted and they're now all functioning correctly".
Prior to the meeting
During the meeting
Although a status update meeting is incredibly valuable, it can be very time-consuming and turn into a long drawn-out meeting that starts to lose its effectiveness. Not only that, prior to a status update meeting, teams often exchange and pass over a bunch of information beforehand that they'll discuss in the meeting. An alternative to this process is to instead run an asynchronous status update meeting.
Use a status update meeting template the next time you hold your meeting. With a Complish discussion template, allow attendees to 'attend' the meeting, and add updates when it suits them best.