Run meetings with a consistent cadence tailored to the team’s needs
Think of meeting cadence as the heartbeat of a well-oiled IT team, keeping everyone in rhythm without overburdening the process. The frequency of these meetings depends on the tempo of the project.
For high-speed teams tackling rapidly shifting challenges, daily 15-minute updates are fantastic. These aren’t your typical drawn-out discussions; they’re concise, action-packed moments to clear blockers and keep things moving. Lauren Green calls these “tag-ups,” and they’re like morning fuel for agile teams.
Not everything demands a daily update, though. Weekly meetings are the sweet spot for tracking broader project goals. Dan Root (head of global alliances at Barco ClickShare) points out just how important this is for alignment, as teams get a clear view of progress and gaps without wasting time on minutiae. Think of it as setting a course correction before the ship veers off too far.
Sometimes, though, you need to dig into the weeds, and that’s where topic-specific meetings come in. Ola Chowning’s (a partner at ISG) advice to assign a cadence to these discussions makes perfect sense. Why cram everything into one bloated session when shorter, focused meetings can dissect each issue? And don’t forget ad hoc meetings either, as they’re ideal for sudden problems or golden opportunities.
The key here is intentionality. Meetings should feel purposeful, not like a never-ending playlist on repeat.
Preparation and structure a must for success
Preparation is everything. Structure makes sure every minute counts. Start by defining clear objectives. Karan Ratra (an engineering leader at Walmart) sums it up well, stating that when everyone knows the goal, it’s easier to stay on target and avoid those spiraling tangents that waste precious time.
Templates for meetings are also great here. Lauren Green (executive director of MeetingMakers) suggests having attendees fill out templates ahead of weekly meetings to outline their focus areas and any support they might need. It’s simple, but transforms the conversation from reactive to proactive.
For daily stand-ups, time discipline is non-negotiable. Cap updates to a few minutes per person and push unresolved issues to follow-ups. This keeps things snappy and avoids bogging down the team. It’s like speed chess—quick, deliberate, and effective. Even in remote setups, tools like Zoom or virtual whiteboards are useful for creating clarity in what could otherwise feel like chaos.
Meetings need to be built. Plan with precision, set clear expectations, and make every second count.
Use moderation and leadership to keep discussions productive
Moderation is an art. Meetings can derail fast without someone steering the ship. The leader doesn’t always have to be the one at the helm, though, so long as they know the destination, keep turbulence in check, and keep everything on time.
Moderators must outline objectives in sharp, actionable terms. Without clarity, discussions quickly veer into uncharted waters. Don’t forget about the agenda either, as bloated meetings with scattered topics are a productivity killer. Instead, build a crisp agenda with allocated time slots. It’s efficient and effective.
Leaders should also assign roles ahead of time so that everyone knows their part. Summarize the decisions that were made in the meeting, to make sure everybody is aligned and follows through.
Avoiding meetings entirely is a major mistake
IT challenges are getting more complex, and the only way to tackle them is through collaboration. No meeting means no alignment, no shared vision, and no collective problem-solving.
Yes, some people aren’t natural collaborators—but well-run meetings create a framework where even the quietest team member can contribute. Don’t think of this as forced participation, see it as developing a space where ideas can flow and decisions can be made. The reason? When structured properly, meetings give everyone a stake in the outcome.
Think about it: how many projects falter because people weren’t on the same page? Regular, focused discussions prevent those costly missteps. And don’t forget the team dynamic. Meetings build cohesion. They’re the glue that binds individuals into a functional, high-performing group.
Final thoughts
The question is simple: are your meetings propelling your team forward or holding them back? Think about it—every minute spent in a meeting should drive alignment, solve challenges, or spark innovation. If it doesn’t, it’s wasted potential. What systems can you create today to make every meeting more productive and focused?
