Recurring meetings encourage collaboration and better decision-making within your team because people aren’t working in silos, which increases work quality and productivity.
This article covers a step-by-step guide on how to set up recurring meetings on four platforms including Google Calendar, Zoom, Microsoft Teams, and Outlook.
A recurring meeting is a pre-scheduled virtual call that automatically repeats based on set parameters so that your team and analyze progress without starting a new meeting every time.
There are three common forms of recurring meetings:
Staff meetings are the most popular type of recurring meeting because it's used to collaborate amongst team members. You'll discuss ongoing projects, next quarter's goals, and industry news or trends.
Staff meetings also involve catching up with your customer support or sales team regarding their performance.
QBR meetings are another form of recurring meetings. During QBR meetings, you sit with customers every quarter and gather product feedback. After three months, you'll have another meeting where you talk about the new product upgrades.
The final form of recurring meetings is one-on-one meetings. These are helpful when you're trying to strengthen areas for improvement. For example, if one of your salespeople struggles to close deals, you could meet with them every week and review some helpful resources together.
Here are some reasons why teams use recurring meetings:
The most common reason teams use recurring meetings is to measure the progress of long-term projects.
For example, if you want to improve product performance, recurring meetings can help in ways such as gathering constructive criticism from customers. This tracks progression so you can visualize if you're going in the right direction.
During performance reviews, you analyze KPIs (key performance indicators) and provide feedback to help your team reach their goals.
This ensures everyone learns from each other, streamlining business processes and boosting work quality.
Since your team is constantly sharing feedback and helping each other solve problems, they build stronger relationships.
According to a study published in the Academy of Management Journal, loneliness significantly reduced work performance. Hence a 21 percent drop in productivity.
Now that we know why teams use recurring meetings, let's look at setting one up in Google Calendar, Zoom, Microsoft Teams, and Outlook.
Step 1: Go to your Google Calendar dashboard and select "Create" in the top-left-hand corner.
Step 2: Enter basic meeting information like discussion title, date, and time > click the "Does Not Repeat" dropdown list > choose how often you'd like your meeting to occur.
Step 3: In the description bar, feel free to copy and paste a meeting agenda, so everyone knows what to expect during the virtual call.
Step 4: Hit the "Save" button once you're happy with your settings, and Google Calendar automatically notifies participants.
Step 5: Customize meetings to suit the needs of your team better. For example, if you're running a physical meeting and someone can't make it, paste a Google Hangouts link, which allows them to join via a video call.
Step 1: Open Zoom and select the "Schedule" icon.
Step 2: Enter information like the meeting title, date, time, and time zone > click the "Recurring Meeting" checkbox below.
Step 3: You'll find customizable meeting ID and password options. Choose if you want to generate a meeting ID and password automatically or create a custom one.
Step 4: Zoom is compatible with calendar systems like iCal and Google Calendar. Pick which you prefer to schedule your meeting with and click "Schedule."
Step 5: From here, the process will differ slightly depending on the calendar you choose. Normally, the meeting event will automatically open in a browser window. Use this calendar to set up your meeting occurrence and start and end times.
Step 1: To create a recurring video conference in Microsoft Teams, go to your calendar in the left-hand sidebar of your dashboard.
Step 2: You'll find a "New meeting" button in the top-right corner. Select this option > add details like meeting title, participants, date, time, and meeting notes.
Step 3: Underneath, you'll be able to choose how often you want your meeting to repeat. This could be daily, weekly, monthly, or yearly.
Step 4: Forward a meeting invite by clicking "Send" in the upper right-hand corner. This notifies all invitees, ensuring they don't miss it.
Step 5: On your Microsoft Teams dashboard, you'll see all recurring meetings in the calendar. If you need to edit a meeting or add new information, right-click on the meeting icon.
Step 1: Go to your Outlook dashboard and select “Meet Now.”
Step 2: This takes you to a meeting window. In the "From" section, type in your email address. You can even attach multiple addresses if you have more than one account.
Step 3: Below, provide a brief explanation of the video call in the title toolbar. For QBR meetings, this could be "Product Development Workshop." If you're analyzing your team's sales performance, consider "Sales Performance Review."
Step 4: Next, enter participants' emails in the "Required" field. Under “Optional,” add the email addresses of people who're not required for the meeting but are welcome to join.
Step 5: Last, choose the meeting start and end time > click on the "Make Recurring" icon.
Recurring meetings are a valuable tool for team growth because it encourages collaboration and constant learning.
However, if you aren't capturing meeting information, you won't be able to use it to reach your goals.
This is why meeting minutes is a must. It records critical notes and decisions so you can refer back to them in the future.
If you're looking to take meeting minutes for recurring meetings, consult our post on how to take minutes for a meeting. We give you access to a free template you can use to start recording minutes immediately.