How to Establish Weekly Cadence: Guide for Managers

How often should you conduct team meetings?

An ideal weekly meeting cadence depends on various factors. It requires careful consideration to schedule team meetings at a beneficial frequency.  Holding a regular meeting is essential, but too many meetings can be detrimental to productivity, and lack of it can leave team members hanging.

Hence, determining the correct Weekly cadence is essential to maintain healthy dynamics between teams. 

Research shows that 15% of an organization’s time gets spent in meetings. That 15% can get assigned on other applications to boost the revenue. Hence fewer meetings will generate more revenue. 

Is your company not sure how often it should conduct team meetings? 

Don’t worry. We will share with you suggestions on meeting cadence, the types of recurring meetings that fit each meeting rhythm, and how to determine which ones are right for your team. 

A good meeting cadence keeps teams connected without bogging down people with too many meetings.


What is a Meeting Cadence?

Meeting cadence isn’t a reference to the pace of a meeting once it gets started. It is about the frequency of meetings or how often meetings get conducted. 

General meeting cadences are daily, weekly, bi-weekly, monthly, bi-monthly, and quarterly.

Meeting cadence definition: Meeting cadence is how often you conduct recurring meetings to assign action items (daily, weekly, monthly, etc.) 

Let’s say that someone from your team requests that they would like to meet on a weekly cadence. It simply means that they want to hold a team meeting once a week.    

A bi-weekly cadence means that a person wants to hold a team meeting once a month. 

Build an advanced knowledge base for your customers and give them answers fast – real fast.

Take your app and help center to the next level with CloudTutorial.

Sign Up Now For Free


Types of Cadence Team Meeting 

The purpose of your meeting will decide which cadence will rightfully suit it.

  1. Quarterly Meetings

    Quarterly meetings are excellent for sharing a high-level view of what projects different teams are working on in the company. Here are some common uses for quarterly meeting cadence: 

    • Business review meeting
    • Planning meeting
    • All-hands meeting
    • Board meeting 
    • Committee meeting 
    • Customer success meeting 
  2. Monthly Meetings

    Monthly meetings focus more on deeper issues compared to quarterly meetings. This meeting is an excellent choice for management-level check-ins.  

    • Management meeting
    • Manager one-on-one
    • Department meeting
    • Project team meeting
  3. Weekly Meetings

    A weekly meeting cadence is more frequent. Everyone focuses on weekly progress and projections in these meetings. It’s an opportunity to check in on projects and small tasks on weekly meetings. Weekly meetings are very prevalent at every level of a company for a different purpose such as:

    • Executive  meeting
    • Marketing meeting 
    • Team meeting
    • One-on-one meeting
    • Leadership  meeting  
    • Project status meeting
  4. Daily Meetings

    Daily meetings can negatively affect day-to-day productivity. It should get reserved only for exceptional circumstances or based on operational styles. Let’s say a rapidly scaling startup might need daily check-ins to keep everyone informed of any situations. 

    Here are some meeting types that rightfully fit with daily meeting cadence:

    • Quick stand-up meeting
    • Agile team meeting 

Find the Right Meeting Rhythm

Every team and company is unique. Hence, the correct meeting cadence doesn’t only depend on the purpose of a meeting. It depends on the needs of leaders, team members, and the company as a whole. 

It’s about trial and error. You can set a meeting cadence and revisit it after a few meetings to check if it is working. A new team member, for example, might require daily check-in on their first week, then weekly one-on-ones for some months, then bi-weekly one-on-ones after they have settled into their projects.  

Different leaders have varying preferences on how their teams devote their time to the company. 

A leader who believes in a hands-off approach and trusts their team to communicate when required might prefer bi-monthly or quarterly meetings with them.

A leader who prefers to get kept in the loop for everything may favor monthly or bi-weekly meetings.  

A correct meeting rhythm takes all these factors into account. If you are a company leader, think about your preferences, your company’s needs, and ask your team what they think makes sense or not. More inputs you have, the better decision you can take on an ideal meeting cadence.  

Build an advanced knowledge base for your customers and give them answers fast – real fast.

Take your app and help center to the next level with CloudTutorial.

Sign Up Now For Free


Questions to Ask Before Making a New Meeting Cadence

Here are some questions that a manager has to answer before setting up a meeting.

  • What is the goal of this meeting?
  • Can this meeting happen asynchronously? 
  • Is this an urgent or high-priority task? 
  • Do these types of meetings regularly exceed the allotted time? 
  • Do we run out of topics to discuss in these types of meetings? 

Answering these questions will help managers commit to better meetings.


How Long Should Meetings Be?

The ideal length of a meeting depends on how frequently a manager and their teams conduct that meeting. The closer each one is to the next, the shorter it should be.

Teams often make the mistake of conducting weekly meetings almost an hour or longer. If yours are that long, it is best to push the cadence out to two weeks or shorten it to 30 mins.  

Here are some examples of ideal meeting length based on cadence: 

  • Daily meeting cadence –> 10-15 minute 
  • Weekly project meetings –> 30 minute 
  • Bi-weekly cadence -> 1 hour
  • Quarterly strategy meetings -> 90 mins or longer working session 

FAQs

Here are some best practices that groups can begin right away:

  • Create an agenda. Ensure that everyone is fully informed about this agenda in advance before they check in. It helps attendees prepare well in advance.
  • Don’t leave room for questions in the end. Use slack and other such effective apps or email for any follow-ups as there isn’t enough time in the end to answer everyone’s questions.
  • Invite only the key employees. It’s easier to communicate with a smaller group of employees in a project meeting.
  • Avoid going over the allocated meeting time. You can’t allow someone to go over if you want better meetings. It will lead to attendees zoning out, and everyone’s workday will get interrupted.

Conclusion

Figuring out which meeting cadence is appropriate for your team collaboration isn’t a complex process.

Be open to suggestions and have a willingness to change the cadence later. It will help you realize which one will work for you and which one does not.

A good meeting cadence keeps teams connected and boosts employee morale. It will work for everyone regardless of team size. To create meeting schedules, documents, and detailed knowledge sharing articles to discuss on meetings, you can make use of CloudTutorial software that allows you to create meeting schedules, plan, documentation and share it with your team.

Provide unbeatable customer service by building a knowledge base for your app

Cloudtutorialexit
Looking to take your app and customer service to the next level?
Let Cloud Tutorial help you build an advanced knowledge base for your customers and give them answers fast