The Value of Weekly Check-Ins With Your Team

By Cam Velasco

CEO & Co-Founder
Published: Apr 2, 2024
Weekly check-ins transform team dynamics, fostering alignment, accountability, and connection, making them indispensable for productivity and cohesion.
Overhead view of a person's hands at a wooden desk, engaging in a virtual team meeting on a laptop with an open notebook, colorful notepads, and a cup of coffee.

Weekly check-ins with your team can transform the way you work together, especially in remote settings. These meetings ensure everyone is aligned, accountable, and connected.

In short, weekly check-ins are not just meetings; they’re a vital tool for keeping your team on track, engaged, and motivated.

Improved Communication

Having a weekly meeting helps everyone stay on the same page. Managers get to see what’s happening every day, and employees can talk about what they’re working on or if they’re having trouble. This keeps everyone in the loop and builds trust. Plus, if there’s a problem, the team can figure it out quickly.

Increased Accountability

With these meetings, employees need to share updates on their work and check if they’re meeting their goals. This keeps everyone focused. If someone runs into a problem, they can bring it up, and the manager can help find a solution. This teamwork helps get things done.

Stronger Relationships

Talking every week lets managers and employees get to know each other better. They can talk about more than just work, like career goals and what the employee wants to learn. This makes employees feel valued and more connected to their work and the team.

Earlier Issue Detection

Meeting weekly means managers can find out about problems sooner. If an employee is struggling, they can talk about it right away, not wait for a big meeting. This helps fix things fast and keeps small problems from getting bigger.

In short, weekly check-ins are great for keeping everyone informed, making sure work is on track, building strong team bonds, and catching problems early. These meetings are a simple way for managers and employees to stay connected, overcome challenges, and help the team do its best.

Common Challenges with Weekly Check-Ins

A person attending an online meeting from a home office

Having regular short meetings with your team can do a lot of good, but it’s not always easy. Knowing what problems might pop up can help you plan better meetings. Here are some common issues and how to deal with them:

Scheduling Conflicts

With team members in different places, picking a time for everyone can be hard. People have a lot going on, and sometimes these meetings get pushed aside.

Pick a regular time each week for these meetings so everyone knows when they’ll happen, keep the meetings quick, and be ready to move the meeting if something important comes up.

Meeting Fatigue

When there are too many meetings, people get tired and can’t focus. Their calendars are just too full. See if you can talk through chat instead of meeting, you can try planning for some breaks or free time around the meeting to help everyone relax.

Uneven Participation

Sometimes, in bigger groups, a few people do all the talking and others don’t get a chance. Take turns so everyone shares, ask questions that make each person give their thoughts, and check in with the quieter folks one-on-one later.

Lack of Meaningful Dialogue

If there’s no plan, meetings can wander off-topic or just be a list of updates. They don’t help solve anything or move things forward. Send out a plan before the meeting so people can get ready

With a little planning, you can avoid these problems. The main goal is to keep these weekly check-ins regular, to the point, and useful for everyone. Doing this well means your team will communicate better, understand their work, and know how to help each other.

Solutions to Enhance Check-Ins

A woman participates in a video call with a colleague on her laptop.

Structuring Effective Weekly Check-Ins

To make your weekly team meetings work better, here’s what you can do:

  • Progress updates: Quickly go over what everyone has done and any problems they’ve hit.
  • Plan alignment: Talk about how the work fits with the team’s bigger goals.
  • Feedback discussion: Give helpful comments on recent work.
  • Next steps: Decide what’s most important to do next.

Try to keep these meetings short, like under 30 minutes, to keep everyone fresh. Start by sharing updates before the meeting so you can spend more time on planning and solving problems together.

Wrap up by talking about what went well, what can be better, and what everyone should focus on next. Send out a summary of the meeting to make sure everyone knows their tasks.

Leveraging Technology

Using online tools can make organizing and running these meetings easier, especially if your team works from different places:

  • Scheduling apps like Calendly help find the best time for everyone.
  • Messaging platforms like Slack or Teams are great for quick updates.
  • Project management software like Asana keeps track of who needs to do what.
  • Video conferencing tools like Zoom make it feel like you’re all in the same room.

Mix up video meetings with messages or emails for faster updates. Use tools like G Suite or Office 365 to keep all your meeting notes and plans in one place where everyone can see them.

Cultivating a Supportive Culture

Creating a team environment where everyone feels comfortable sharing their thoughts and problems is important. This means making sure people feel okay to talk about what’s bothering them without fear, and regularly celebrating what people do well, in line with what the company values.

Teach managers how to listen and talk in a way that helps employees grow. This kind of support helps everyone feel more connected to their work and eager to do well. Weekly check-ins are a great chance to build a positive team spirit.

Best Practices for Check-Ins

Two people engaging in a friendly video call on a laptop.

To make your weekly team meetings better, here are some simple tips:

Preparation

Pick a specific day and time every week for your meetings so everyone knows when they’ll happen. Before the meeting, send out a list of things you’ll talk about. This helps everyone come ready.

Participation

When someone is talking, pay full attention. Ask more questions if you need to understand better. Let everyone feel they can share their thoughts without worry.

Follow-Up

Make a note of all the tasks and who’s responsible for them. This helps keep things clear. After the meeting, send out a note with what was decided. This keeps everyone on the same page.

Incorporate Feedback

If someone suggests a good change, try it out. This shows you value their input. When you use someone’s idea, thank them, it shows you’re paying attention.

Let the team see how their suggestions have made things better. It’s a good way to show that these meetings make a difference. By following these simple steps, you’ll make your weekly check-ins more useful and enjoyable for everyone. This leads to better teamwork, more open talks, and a happier workplace.

Conclusion

The practice of weekly check-ins with your team stands as a cornerstone for fostering a vibrant, productive, and cohesive work environment. By dedicating time each week to come together, teams can significantly enhance communication, accountability, mutual understanding, and early detection of potential issues. 

Although these sessions may face challenges such as scheduling conflicts, meeting fatigue, uneven participation, and lack of meaningful dialogue, with strategic planning and the right tools, these obstacles can be navigated successfully. 

Structuring meetings to focus on progress updates, alignment with broader goals, feedback, and next steps—coupled with the integration of technology and cultivation of a supportive culture—can transform these check-ins into powerful platforms for continuous improvement. 

By adhering to best practices like preparation, active participation, diligent follow-up, and incorporation of feedback, teams not only navigate the complexities of their projects more efficiently but also build a more engaging and supportive workplace culture.

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Cam Velasco

CEO & Co-Founder

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