15-min team meeting — just the parts that can’t be an email

Aug 22, 2024

Director of Communications

Ah, the team meeting. A moment that can either be a magical gathering of great minds or the bane of your existence, depending on what time it’s scheduled and how long it lasts. We’ve all been there—sitting through a meeting that could’ve been a concise email. So, why not streamline things to make the time you have with your team more impactful? Here’s a 15-minute team meeting guide and downloadable template designed to cut through the noise and get you back to doing less (and better).

🕐 Quick Wins (2 Minutes)

Who doesn’t love a little instant gratification? Start the meeting with a high-five session. Share some quick wins or exciting updates. Did someone finally clear out their email inbox? Did anyone cross off that task that keeps getting the back burner treatment? Celebrate it! Keep it snappy—no deep dives here.

🕜 Priorities Check-In (3 Minutes)

Get everyone aligned on the top priorities for the week. What’s the one big thing everyone should focus on? Is there anything that can be parked for now? A lightning round of updates keeps everyone on the same page without getting bogged down in the details and reduces the back-and-forth confusion that email threads love to cultivate.

🕝 Obstacle Course (4 Minutes)

Identify any blockers or challenges the team is facing. This is your chance to remove roadblocks, brainstorm quick solutions, and boost team morale & efficiency. Devote enough time here to clear the path for smoother sailing.

🕞 Feedback Loop (3 Minutes)

Open the floor for feedback and suggestions. What can we do better next time? Keep it constructive and focused. Remember this isn't a full project retro (hmm we may have tips for those soon), it’s a quick opportunity to improve, not roast.

🕠 Closing Action Items (3 Minutes)

Wrap up with clear action items and next steps. Who’s doing what, and by when? Make sure everyone leaves with a mission, not a mystery. This ensures accountability and clarity on what’s expected next.

Meetings are meant to be a tool, not a time thief. By focusing on the key things, the things that matter, that can’t be replaced by an email, you’re respecting everyone’s time and fostering a more productive team environment. Give this format a try -- we even have a downloadable template for you here, and let us know what you think.

And if you’re still drowning in unnecessary meetings, maybe it’s time to sign up for Textio’s theDL newsletter, curated just for managers like you. We’re all about helping you do less, but better.