Standup meetings are a staple in many organisations, especially in agile environments. They’re meant to be short, focused, and a way to ensure that everyone on the team is aligned. But without proper structure, they can quickly become inefficient, leaving team members frustrated and less productive. To help you get the most out of your standups, here are some best practices that will keep your meetings effective and your team engaged.
Keep It Short and Focused
The key to a successful standup is brevity. The meeting should last no longer than 15 minutes, regardless of the size of the team. The purpose is to quickly assess the current state of the project, identify roadblocks, and set priorities for the day. Long discussions and problem-solving sessions should be reserved for separate meetings.
Tip: Use a timer to keep the meeting on track. If a discussion starts to veer off course, note it down and suggest a follow-up meeting.
Hold the Meeting at the Same Time Every Day
Consistency is crucial for building a routine. Holding the standup at the same time each day helps team members to plan their day around it. It also ensures that everyone is present and ready to participate.
Tip: Choose a time that works for everyone, preferably early in the day, so that the meeting sets the tone for the workday.
Stand Up (Yes, Really!)
The term “standup” isn’t just metaphorical. Standing up during the meeting encourages participants to keep their updates brief and to the point. It also adds a sense of urgency, which helps in keeping the meeting short.
Tip: If your team is remote, encourage everyone to stand up during the call. It might feel a bit awkward at first, but it helps maintain the same level of energy as an in-person meeting.
Stick to the Three Questions
A common structure for standups involves each team member answering three key questions:
- What did I accomplish yesterday?
- What will I do today?
- What obstacles are in my way?
These questions ensure that everyone is focused on progress and challenges. They also provide transparency, allowing the team to quickly understand where everyone stands.
Tip: If your team prefers a different format, make sure it still emphasizes brevity and clarity. The goal is to keep everyone on the same page without diving into unnecessary details.
Focus on Collaboration, Not Status Reporting
The standup is not a status report to the manager. It’s a collaborative meeting where the entire team shares updates with each other. Encourage team members to speak directly to their peers, not just to the team lead or manager. This fosters a sense of ownership and teamwork.
Tip: Rotate the facilitator role among team members to reinforce that the standup is a team-oriented meeting, not a top-down briefing.
Address Blockers Immediately After the Meeting
If a team member mentions a blocker during the standup, it’s essential to address it as soon as possible. However, the standup itself is not the place to dive into problem-solving. Instead, identify the issue and plan a follow-up meeting with the relevant team members immediately after the standup.
Tip: Have a “parking lot” for issues that arise during the standup but require more time to resolve. This way, the team can address them later without derailing the meeting.
Be Inclusive, Especially in Remote Teams
In remote or hybrid teams, it’s easy for some team members to feel disconnected. Make sure everyone has an equal opportunity to participate, regardless of their location. Use video conferencing tools that allow for easy communication, and ensure that everyone has a chance to speak.
Tip: Periodically check in with remote team members to ensure they feel included and heard. Consider using tools like shared online whiteboards or collaborative documents to keep everyone engaged.
End with a Recap and a Plan
At the end of the standup, quickly recap the key points and confirm the day’s priorities. This reinforces what’s been discussed and ensures everyone is clear on what needs to be done. It also helps in tracking the team’s progress over time.
Tip: If your team uses project management tools, update them immediately after the standup to reflect the day’s plan and any changes in priorities.
Standup meetings, when done right, are a powerful tool for keeping your team aligned and productive. By following these best practices, you can ensure that your standups are efficient, engaging, and effective. Remember, the goal is to keep communication open and transparent while minimizing disruptions to the team’s workflow. With the right approach, your standup meetings will become a cornerstone of your team’s success.
- Authors
- Name
- Sam Marshall
