What Is a Recurring Meeting And How To Schedule It?

Ever feel like your calendar is an endless maze of meetings? I know I have. As a business owner, keeping up with the constant stream of appointments, check-ins, and brainstorming sessions can feel like a full-time job in itself. But what if I told you there's a way to streamline your schedule and boost team productivity?

Enter the recurring meeting – a scheduling strategy that can revolutionize the way you manage your time. In this blog post, I'll guide you through the ins and outs of recurring meetings. We'll explore what they are, why they're valuable, and, most importantly, how to schedule them effectively.

Whether you're a seasoned entrepreneur or just starting out, this guide will equip you with the knowledge you need to master recurring meetings and take control of your calendar. Let's dive in!

The power of recurrence: understanding the benefits

Recurring meetings are your secret weapon for streamlining communication and fostering a productive team environment. Think of them as pre-planned gatherings that automatically pop up on your calendar at designated intervals, whether it's weekly, monthly, quarterly, or even annually. They eliminate the hassle of scheduling individual meetings every time, saving you precious time and mental energy.

But the benefits of recurring meetings go far beyond just convenience. They offer a powerful way to:

  • Enhance communication flow: Regular check-ins ensure everyone stays in the loop, reducing the risk of misunderstandings and fostering a culture of open dialogue.
  • Boost accountability: Knowing that a meeting is on the horizon encourages team members to stay on top of their tasks and deliver results.
  • Foster team alignment: Recurring meetings provide a dedicated space for discussing goals, sharing updates, and brainstorming ideas, keeping everyone on the same page.
  • Track project progress: Regular reviews allow you to identify potential roadblocks early on, make necessary adjustments, and maintain momentum.
  • Build stronger relationships: Consistent interaction fosters a sense of camaraderie and trust among team members, leading to improved collaboration.

smiling woman talking via laptop

Examples of Recurring Meetings You Can Implement:

  • Weekly team check-ins: A quick 30-minute meeting to discuss progress, address challenges, and plan for the upcoming week.

  • Monthly project reviews: A more in-depth meeting to assess overall project status, analyze key metrics, and strategize for the next phase.

  • Quarterly brainstorming sessions: A creative meeting to generate new ideas, explore innovative solutions, and foster a culture of innovation.

  • Annual all-hands meetings: A company-wide gathering to celebrate achievements, share company vision, and promote employee engagement.

Now that you understand the power of recurring meetings, let's explore how to schedule them effectively. Thanks to modern technology, setting up recurring meetings is a breeze, and you have a plethora of tools at your disposal.

Leveraging Google Calendar for recurring meetings

Google Calendar, a widely used scheduling tool, is a fantastic option for scheduling recurring meetings. Here's a step-by-step guide:

  1. Open Google Calendar and create a new event.

  2. Fill in the event details, including the title, date, time, and location (if applicable).

  3. Click on "Does not repeat" and select the desired recurrence pattern (daily, weekly, monthly, etc.).

  4. Customize the recurrence settings to your liking, such as the end date or the number of occurrences.

  5. Add any additional details, such as the agenda or relevant documents.

  6. Invite the attendees and click "Save."

With the rise of remote work, video conferencing tools like Zoom, Microsoft Teams, and Google Meet have become indispensable for virtual meetings. These platforms often have built-in features for scheduling recurring meetings, making it easy to connect with team members regardless of their location.

Here's a general process for scheduling recurring meetings using video conferencing tools:

  1. Open your preferred video conferencing tool and navigate to the scheduling section.

  2. Create a new meeting and fill in the details, including the title, date, time, and duration.

  3. Look for the option to make the meeting recurring and select the desired frequency.

  4. Customize the recurrence settings and add any necessary information.

  5. Send the meeting invitations to the attendees.

lady in eyeglasses hosting webinar

Best practices for scheduling recurring meetings

To get the most out of your recurring meetings, consider these best practices:

  • Set clear goals and agendas: Define the purpose of each meeting and create a structured agenda to keep discussions focused and productive.

  • Choose the right frequency: Consider the nature of the meeting and the needs of your team when deciding how often to meet.

  • Respect everyone's time: Start and end meetings on time, and avoid scheduling them during peak productivity hours.

  • Encourage participation: Create a safe and inclusive environment where everyone feels comfortable sharing their thoughts and ideas.

  • Follow up with action items: Assign clear responsibilities and deadlines to ensure that decisions are implemented and progress is made.

Here are more additional tips for recurring meeting success

  • Use meeting requests: Sending a formal meeting request helps ensure that everyone is aware of the meeting and has the necessary information.

  • Share agendas in advance: Distributing agendas before the meeting allows participants to prepare and contribute more effectively.

  • Record meetings for reference: Recordings can be valuable for team members who were unable to attend or for revisiting important discussions.

  • Utilize meeting notes: Document key takeaways, decisions, and action items to keep everyone aligned and track progress.

  • Don't be afraid to experiment: Try different formats, frequencies, and tools to find what works best for your team.

Recurring meetings, when used strategically, can be a powerful tool for enhancing communication, collaboration, and productivity. By following the tips and best practices outlined in this guide, you can unlock the full potential of recurring meetings and transform the way your team works.

Choosing the right frequency

Choosing the right frequency for your recurring meetings is key to striking the perfect balance between staying connected and avoiding meeting fatigue. There's no one-size-fits-all answer, as the ideal cadence will vary depending on your team's specific needs and goals. 

However, here are some factors to consider:

  • The purpose of the meeting: Daily stand-ups might be perfect for quick updates and coordination, while weekly meetings could be better for discussing progress and addressing challenges. Monthly meetings might be more suitable for strategic discussions and long-term planning.

  • The size of your team: Smaller teams may benefit from more frequent check-ins to stay aligned, while larger teams might prefer less frequent but more structured meetings.

  • The complexity of your projects: Projects with tight deadlines or intricate details may require more frequent communication, while simpler projects might not need as many meetings.

  • Your team's communication style: Some teams thrive on frequent interaction, while others prefer to work independently and only meet when necessary.

businesswoman with laptop talking about work

Remember, the goal is to find a frequency that keeps everyone informed and engaged without overwhelming their calendars. If you're unsure where to start, I recommend beginning with a less frequent schedule and gradually increasing it if needed based on team feedback

You can also experiment with different formats, such as alternating between short, focused meetings and longer, more in-depth discussions.

Gathering team input: the key to finding your meeting sweet spot

The best way to determine the optimal meeting frequency is to involve your team in the decision-making process. After all, they're the ones who will be attending these meetings!

Here are some tips for gauging your team's needs and preferences:

  • Conduct a survey or poll: Ask team members how often they would like to meet and what types of meetings they find most valuable.
  • Hold a team meeting: Discuss the different options for meeting frequency and gather feedback from everyone.
  • Experiment with different schedules: Try out a few different frequencies and see how your team responds.
  • Be open to adjustments: As your team and projects evolve, be prepared to adapt your meeting schedule accordingly.

By taking the time to understand your team's needs and preferences, you can create a recurring meeting schedule that fosters collaboration, boosts productivity, and keeps everyone happy.

Setting up recurring meetings

Ready to transform your calendar chaos into recurring meeting bliss? I've got you covered. Thankfully, setting up recurring meetings is a breeze with the abundance of calendar tools available today. Most of these tools, like Google Calendar, offer built-in recurring meeting functionality, making it a cinch to schedule your meetings in advance.

Here's a quick rundown of the essential steps involved:

  1. Choose Your Weapon: Select a calendar tool that aligns with your needs and preferences. Popular options include Google Calendar, Outlook Calendar, and various video conferencing platforms like Zoom and Microsoft Teams.
  2. Craft a Clear Title: Give your meeting a descriptive and concise title that reflects its purpose. For example, instead of a generic "Team Meeting," try "Weekly Marketing Brainstorm" or "Monthly Sales Review."
  3. Set the Date, Time, and Duration: Choose a date and time that works for most attendees, considering time zone differences for remote teams. Be mindful of everyone's busy schedules and aim for a time when people are most likely to be focused and productive. And don't forget to set a realistic duration for the meeting to ensure it stays on track.
  4. Invite the Crew: Add all relevant participants to the meeting invite. If some attendees are core members who need to be present at every meeting, set up recurring attendance for them. This saves you the hassle of manually adding them each time.
  5. Set an Agenda (and Stick to It!): Craft a clear and concise agenda beforehand, outlining the key topics to be discussed and the goals to be achieved. Share the agenda with attendees in advance so they can come prepared with their thoughts and ideas.
people in a meeting

To supercharge your recurring meetings, consider these pro tips:

  • Utilize Meeting Requests: Most calendar tools allow you to send formal meeting requests, which helps ensure that everyone is aware of the meeting and has the necessary information.

  • Leverage Video Conferencing: If your team is spread across different locations, video conferencing platforms are a lifesaver. They enable face-to-face interaction, fostering a stronger sense of connection and collaboration.

  • Send Reminders: Set up automatic reminders to nudge attendees before the meeting. This helps reduce the likelihood of no-shows and keeps everyone on schedule.

  • Use a Shared Calendar: If your team uses a shared calendar, schedule your recurring meetings there so everyone can easily see them and plan their schedules accordingly.

With these tips and tricks, you'll be a recurring meeting maestro in no time. But remember, scheduling is just the first step. The real magic happens when you create a positive and productive meeting environment.

Making recurring meetings meaningful 

Scheduling a recurring meeting is just the first step. The real challenge lies in making those meetings meaningful and productive. After all, nobody wants to attend a meeting that feels like a waste of time. So, how do you ensure your recurring meetings are engaging, and efficient, and leave attendees feeling energized?

Woman in a meeting

Here's my recipe for recurring meeting success:

  • Start on Time, End on Time: Punctuality is key. Starting late not only disrespects those who arrive on time but also sets a precedent for tardiness. Similarly, ending the meeting on time ensures it doesn't bleed into other commitments and helps maintain focus throughout.

  • Facilitate Productive Discussions: As the meeting organizer or leader, it's your responsibility to steer the conversation. Encourage everyone to participate, keep discussions on topic, and manage time effectively. Remember, a good meeting is like a well-orchestrated symphony – everyone plays their part, but the conductor ensures harmony.

  • Take Actionable Notes: Don't let those brilliant ideas and crucial decisions vanish into thin air. Assign someone to take detailed notes, capturing key takeaways, action items, and deadlines. Share the notes with all attendees afterward for reference and accountability.

  • Consider Alternatives: Sometimes, a traditional meeting isn't the most efficient way to communicate. If you just need a quick update or want to share information, consider using asynchronous communication tools like Slack or email. For brief check-ins, short stand-up meetings can be more effective than lengthy sit-downs.

Tips and tricks for recurring meeting mastery

Here are a few more tips to elevate your recurring meetings from mediocre to magnificent:

  • Set a Clear Agenda: As mentioned earlier, a well-crafted agenda is the backbone of a productive meeting. It sets expectations, keeps discussions focused, and ensures everyone comes prepared.

  • Assign Roles: Designate a facilitator, a note-taker, and a timekeeper to keep things running smoothly.

  • Use Visual Aids: Visual aids like slides, charts, or whiteboards can help illustrate complex concepts and make information more digestible.

  • Encourage Breaks: If your meeting is longer than an hour, schedule short breaks to allow attendees to recharge and refocus.

  • End with a Review: Summarize the key decisions and action items at the end of the meeting. This helps ensure everyone is on the same page and knows what's expected of them.

  • Gather Feedback: Regularly ask attendees for feedback on the meeting's effectiveness. This allows you to identify areas for improvement and tailor the meeting to better meet your team's needs.

By incorporating these tips and tricks into your recurring meetings, you can transform them from tedious obligations into valuable opportunities for collaboration, innovation, and growth.

The takeaway

In a nutshell, recurring meetings are a game-changer for businesses. They streamline communication, enhance accountability, and foster a stronger sense of team alignment. By choosing the right frequency and using the right tools (like Google Calendar or video conferencing platforms), you can schedule recurring meetings that actually move the needle for your business.

Remember, the key is to make these meetings meaningful. Start and end on time, facilitate productive discussions, take actionable notes, and don't be afraid to experiment with different formats. Whether it's a daily stand-up, a weekly team check-in, or a monthly strategic review, recurring meetings can revolutionize the way your team collaborates and achieves its goals.

So, are you ready to ditch the calendar chaos and embrace the power of recurring meetings? I encourage you to give it a try and see the difference it makes for your team's productivity and overall success.

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