6 Tips for Hosting Effective Daily Catch-Up Meetings

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Below you’ll find some practical tips to minimize waste and ensure everyone gets value from the meeting. You’ll also learn how to take your stand-ups to the next level with ClickUp – an all-in-one project management platform for agile teams of all sizes.

Tip 1: Keep things simple
Refreshers should be quick and dynamic: gather everyone in one place, ask them to answer the three key questions, and let them get on with their daily work. To keep things agile, stick to a transparent process along with one or two simple meeting management tools.

You don’t have time to dig through documents or spreadsheets to make sure nothing falls through the cracks and keep track of project progress —you need a centralized hub to keep critical information visible to your team members. ClickUp Meetings lets you enjoy such clarity and minimize manual work during your meetings. You can create checklists for each team member and assign comments on the fly to ensure no important details slip through the cracks.

ClickUp 3.0 Assigned Comments on Tasks

Make sure your comments are seen by assigning comments to users directly on tasks, and chief of vp and training email lists get a quick view of assigned comments in a checklist

ClickUp's Super Rich Editing option lets you annotate meeting notes, highlight important points, and embed different types of content to keep all key ideas in one place. If your workflow includes recurring tasks like backlog refinement and code reviews, you can make them recurring so they automatically appear in your updates.

ClickUp Recurring Tasks

Set recurring tasks to eliminate repetitive work when creating meeting agendas

Tip 2: Pick a time (and stick to it)
Set aside a specific time slot for your catch-up meetings and make it consistent. This ensures structure and predictability., helping your team stay organized and improving attendance.

As for when the meeting should be held, it depends on your workflow. Ideally, the meeting should be held in the morning so that the team is prepared for the day when it is over. It doesn't have to be the first thing you do, but make sure the meeting is held before the team is ready to get down to business.

This is easier said than done when it comes to remote setup , especially if your team members are scattered around the world. Your morning may be someone else’s night, which makes things quite complicated.

If you can't find a time that works for everyone, a synchronized catch-up may be your only option. It's not as effective as a real-time meeting, but it's still better than leaving a team member out of the catch-up.

Tip 3: Keep a bird's eye view of your updates
Whether your team is on-site, hybrid, or fully remote, the last thing you want to do is memorize what happens during a refresher, or expect your team to do it. Everything discussed should be documented to ensure everyone is on the same page.

At a minimum, you'll want a spreadsheet to track attendance, tasks, blocks, and other relevant information for each team member.

While there's nothing wrong with using a basic spreadsheet, you'll want a more robust and intuitive solution that doesn't require you to build an entire system from scratch. If you need help, ClickUp StandUp's Daily Meeting Template page can be an invaluable addition to your standups.