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How To Check In With Your Team Online

SCHEDULE A MEETING TO CHECK IN WITH YOUR TEAM ONLINE

Remote working has led to more online meetings than ever before. That’s why it is more important than ever to be sure that you’re running EFFECTIVE ONLINE MEETINGS ONLINE. Staying organized, and communicating efficiently is crucial to supporting your team, and help them BATTLE AGAINST ZOOM FATIGUE.

Each meeting is a tool that we use to help our team’s achieve a specific goal. You can make sure your team is using the right meeting for the right purpose by getting them acquainted with the 5 TYPES OF ONLINE MEETINGS. After all, you wouldn’t want a carpenter to use a hammer to cut a piece of plywood.

The good news is that PLANING AN ONLINE MEETING doesn’t have to be a headache. Here is a definitive guide that will show you how to check in with your team online.

ONLINE CHECK-IN MEETINGS

WHAT IS AN ONLINE CHECK-IN MEETING?

The purpose of a Check-In is to gain an understanding about the state of things in the team / task. The Meeting Lead should guide their team through individual sharing sessions, giving 5-10 minutes for each participant to share their update. Doing this online requires open communication between the whole team, and a warm and supportive Meeting Lead.

Check In With Your Team Online

WHEN TO HAVE AN ONLINE CHECK-IN MEETING

Checking in with your team should be a regular part of your operating schedule. It’s easy to have quick one-on-one check-ins with individuals anytime they need it. And it’s good practice to schedule a quick check in with your team before any meeting. 

But it is also a great idea to schedule weekly or bi-weekly meetings that are solely dedicated to check-ins. This helps to create a culture of PSYCHOLOGICAL SAFETY and makes sure that everyone has time to ask questions, raise any issues, and get updates from everyone.

HOW TO PREPARE YOUR TEAM FOR AN ONLINE CHECK-IN MEETING

Your entire team should have an understanding about the basic differences between the 5 TYPES OF ONLINE MEETINGS. Preparing them for what to expect from each meeting ahead of time allows you to jump right in at the start of the meeting, rather than spending time talking about how everyone should behave.

Here’s what your team  needs to know to be prepared for an online check-in meeting:

OBJECTIVE
To gain an understanding about the state of things in the business / team / task

CORE CONTENT
Each member of the team gives an update about the status of their responsibilities, and raises any issues or asks any questions they may have about the project.

PARTICIPATION
Each person has 5-10 minutes to update on their progress or problem areas in the given task / project.

INTERACTION
Designated participation is facilitated by the Meeting Lead.

PREPARATION
Make a list of your accomplishments, your problem areas, and your questions. Trust that your entire team, including the Meeting Lead, is there to listen and support you however they can.

HOW TO STRUCTURE AN ONLINE CHECK-IN MEETING

Like all meetings, an Online Check-In Meeting should have a simple structure with a beginning, a middle, and an end. This gets your team ready to go from the top, brings them in on the action, and gives them a sense of accomplishment and purpose when it’s all over.

For an Online Check-In Meeting, the Meeting Lead runs the meeting, but facilitates the check-in with the team members. After the check-in, if time allows, there should be an open floor for discussion about the things that were brought up during the meeting. 

As with all good meetings, there should be a final debriefing at the end, followed by a designated closing to send the team off on a good note.

Online Meeting Slack Notification

WELCOME (Meeting Lead)
The official start of the meeting. This is a chance for everyone to say “Hello” and for the Meeting Lead to introduce the objective of the meeting.

GENERAL ANNOUNCEMENTS (Meeting Lead)
Quick updates from the Meeting Lead about anything new that is happening within the company or with the project.

CHECK-IN (Individual Team Members)
Facilitated by the Meeting Lead, each member of the team gives an update about the status of their responsibilities, and raises any issues or asks any questions they may have about the project.

DISCUSSION (Full Team)
Any additional discussion about the project happens here. This is a time for the Meeting Lead to let go of the reins and allow people to chime in when and where they feel a need.

DEBRIEFING (Meeting Lead)
Make a list of your accomplishments, your problem areas, and your questions. Trust that your entire team, including the Meeting Lead, is there to listen and support you however they can.

CLOSING (Meeting Lead)
A quick “thank you” from all participants, and closing words of encouragement from the Meeting Lead to send everyone on their way with positivity and purpose.

WRITING AN ONLINE CHECK-IN MEETING AGENDA

Making an agenda helps the organizers of the meeting to keep things on track. An agenda doesn’t have to be particularly detailed, but it should be organized and structured. Our FREE AGENDA TEMPLATES use (ML) to signify the initials of “Meeting Lead”. Download the template and keep it handy in your favorite notes app for quick access and easy organization.

OUR 5 FREE AGENDA TEMPLATES
HELP YOU PLAN GREAT ONLINE MEETINGS

CALENDAR EVENTS

Making and sharing the calendar event is an important part of organizing a meeting. It’s always a good idea to let your team see the agenda before the meeting starts. For an online check-in meeting, it is good to allow them to edit the event so they can add their ideas or talking points to the agenda. Be sure to have everyone put their initials (EG) in brackets so that the Meeting Lead knows who’s talking point is whose.

Remember to include the Meeting Type, Date, Time, Objective, and Meeting Lead in the agenda, even if that’s also in the calendar event.This helps people quickly get all of the information they need in one location. And don’t forget to include the link to where the virtual meeting is happening.

When you’re ready with the agenda, Copy / Paste it into the “Description” field of your meeting’s Calendar Event to share it with your team before the meeting starts.

YOU’RE READY TO GO

TRUST THE STRUCTURE. RUN THE MEETING.

Structure is the backbone of efficiency. It is there to guide you along and help when things go off the rails. Of course, things rarely go according to plan. And that’s okay. When you have a strong idea about what is supposed to happen, you can help lead your team there across any route necessary. Taking time to structure your meeting and plan your agenda helps to prepare you for what lies ahead, so that you can react with agility when things wrong. 

ONLINE CHECK-IN MEETING CHECKLIST

  • DOES YOUR team HAVE time to prepare for the meeting?
  • Did you include the weekday as well as the date in the agenda?
  • DO OTHERS HAVE THE PROPER access to edit the agenda?
  • Did you include the proper platform links?
  • IS THERE enough time IN THE SCHEDULE to go through everyone’s thoughts? 
  • Are you inviting only the people needed for a productive session?
  • ready for an awesome meeting?

GREAT JOB. HAPPY MEETING!

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