An Awesome Guide on Running a Stand-Up Meeting for Remote Teams (Template+Sample)
how to run an effective stand up meeting

An Awesome Guide on Running a Stand-Up Meeting for Remote Teams (Template+Sample)

Ranee ZhangJun 08, 202210 mins
What is a Stand-Up Meeting

Team meetings have been part of human culture ever since man first appeared on the earth. However, they have increased in frequency and length. Additionally, unproductivity tends to mar them whenever the organizers go off course, leading to reduced workflow capacity. That’s why the stand-up meeting is rocking the business world hard regarding adaptability. 

In the past, the stand-up meetings were typically for software development and learning institutions. But due to their effectiveness in rendering information within a short span, they have seen tremendous uptake in their usage across organizations. 

With that said, read this article to the end to learn:

  • the definition of a stand-up meeting

  • the purpose of it

  • the difference between scrum and stand-up

  • stand-up meeting tips for remote workers

There is also a bonus template and a sample creation of daily stand-up meetings.

What is a Stand-Up Meeting

The other names for this type of meeting are daily stand-up, daily scrum, stand-up, scrum meeting, and morning roll call. 

The name ”stand-up” is simply standing up instead of having a seat. This practice makes a meeting last less time due to the discomfort of standing for an extended period. The time taken is usually 5-15 minutes. But what is a stand-up meeting?

A stand-up meeting is a type of team meeting occurring daily as all the attendees remain standing throughout the session while receiving a status update on ongoing developments

During such sessions, participants might raise issues that may occur during implementation. Then they try to brainstorm how to eliminate the challenges, including time-consuming problems.

What is the Purpose of a Stand-Up Meeting?

One of the primary purposes of a stand-up meeting is to keep every attendee focused and engaged. During the session, the moderator(s) will avoid full-fledged discussions and concentrate on core points. They will also identify any issues cropping up before becoming fully-fledged challenges. 

In other words, only crucial communication occurs among team members rather than a status update to the stakeholders or the management.

The benefits of stand-up meetings include:

  • Entire interaction and engagement by the team members

  • Quick identification of problems

  • Shortened feedback loops

  • Aids in aligning objectives and tasks to their respective parties

Generally, these daily stand-up meetings tend to occur in the same spot and at the same time. Though every member gets invited to the meeting, there is no postponement of the session if somebody is absent. During the discussion, the moderator can encourage the attendees to have follow-up deliberations on resolving the challenges.

What is Scrum vs. Stand-Up?

These two names represent the same entity but tend to differ in implementation. 

The older Scrum Guide of 2017 suggested that attendees, having a maximum of one minute per person, address three questions such as:

  • What did I do yesterday that is helping to meet the development goal?

  • Are there impediments preventing the development team from attaining the targeted objective?

  • What activities can I do today that aids in the overall strategy of the group attending the meeting?

On the other hand, the Kanban-style daily stand-up developed from the previous and became the 2020 Scrum Guide. The style is different from the scrum meeting in that:

  • It does not follow the guidance and restrictions of the scrum guide

As a scrum master, you can decide to follow the scrum strategy, stand-up method, or both. Feel free to experiment with them before finally settling on a decision.

12 Stand-Up Meeting Tips for Remote Teams 

Although implementing stand-up meetings is not complex, they still require experimentation and practice. Furthermore, these scrum meetings aren’t only for physical sessions; they apply to virtual or remote discussions

Here are some helpful tips that one can utilize in their stand-up meeting for remote workers:

  1. Run the Meeting within the Stipulated Period

As we learned earlier, stand-up meetings must be 5-15 minutes long. Therefore, the briefing should be short and direct to the point. 

If you need time to elaborate more on specific issues, schedule another meeting to discuss the matter further. You can also send emails to the relevant parties and pick them up.

  1. Have the Aim of the Briefing in Mind

One main benefit of stand-up meetings is how they force the moderator to prioritize. 

Start by addressing the team’s objectives before the meeting or at the beginning of the briefing. This norm may aid you in quickly eliminating unnecessary topics, thus saving time. 

For example, you can split the Kanban boards into types of workflows:

  • tasks

  • team initiatives

By sticking to these two types of workflows, you’ll avoid distractions from the “insignificant” personal tasks while staying abreast of the progression of prioritized activities. (The insignificance is due to individual tasks inevitably being part of any workday

  1. Gather and Address Small Teams

Running a 15-minute meeting with a large group can be pretty hectic and unproductive in the end. Hence, break down the group into manageable portions of 3-8 people to extract value from the discussion. 

You can also allow the other team members to attend the meeting. However, let them do so strictly as spectators to save time. 

  1. Avoid Micromanaging the Stand-up Meeting

You likely encountered a micromanager in some form, way, and shape. Hence, it should not be surprising that such tendencies tend to spill over in stand-up meetings. Usually, such behaviors can be due to:

  • low self-esteem

  • an urge to control

  • lack of trust with other team members

Remember, what fuels effective stand-up meetings include: self-regulation, trust, and openness. So, avoid micromanaging the daily scrum meetings and be the manager that steers the team to success!

  1. Remain Focused

After settling on the meeting agenda, stick to it. 

If you are one of those who tends to deviate from the main point, choose a scrum master to help you keep the meeting organized. However, it would be best if you didn’t let them overrun the briefing. Nevertheless, ensure that everyone still has a chance to address anything but in a minute or less. Time is of the essence here.

  1. Do not turn the Stand-up Meeting into a Status report

As the name implies, the meeting should be brief and short. 

The session aims to keep the team aligned, not highlighting a status report to the stakeholders. In other words, do not scrutinize every detail in each point nor let other members do the same. 

You can always measure the success of your meeting by seeing how well your team members engage, deliberate, and discuss the points from the Kanban daily stand-up updates. Observe them after the session without commenting.

  1. Establish whose Turn is to Speak

A moment of silence, when unfounded, can cause a feeling of awkwardness and a sense of disorganization: the same applies to the daily scrums. 

Avoid such embarrassing scenarios by establishing the order of each presenter’s turn beforehand until everyone has a chance to speak. 

  1. Show your Task Board

It is advisable to display the task board for that project to the attendees. Use a whiteboard or employ a work management system during the entire meeting. Such displays allow the team members to follow along with the discussions. 

Projecting also aids your teammates in asking relevant questions or raising critical issues that are nagging their brains due to inconsistencies.  

  1. Have a Positive Connotation for the Meeting

The meeting may seem intimidating for introverted people, and this feeling might still be present even after they have interacted and talked with each other. People can also become nervous when asked to share their work with the whole team.  

Nonetheless, do not judge these people. Instead, offer positive feedback in front of the attendees and then address the negatives when it is only you and the specific presenter. 

If you ignore this advice and publicly give negative feedback, you might harm a person’s morale and self-confidence. 

  1. Identify and Remove any Repeating Issues

If a teammate keeps mentioning the same bottleneck or has the same status update, it is time to follow it up. 

Remember, the purpose of a project manager is to ensure the stand-up meetings achieve their intended purpose. Thus, the scrum master needs to identify recurring issues and find sustainable ways to handle them. 

  1. Consistency is Key

You’ve probably heard this phrase countless times. Nonetheless, it is applicable in a stand-up meeting setting. 

Consistency enhances the way teammates communicate, increases productivity, and even makes the meeting shorter by sticking to a scheduled routine.

To achieve consistency, hold the daily stand-up meeting at the same time every day, within reason. 

  1. Remember to Follow Up

After running the stand-up meeting, do not forget to follow up with the goals of the briefing. Ensure that the projects and the conversations aren’t static but progressing. By constantly following up, you will be creating a form of transparency across your team.

In summary:

  • Require accountability from the team

  • Reiterate the expectation of the briefings

  • Ensure the taking of appropriate steps by the responsible parties

If you are looking for a quick way to utilize the tips above, you can  try our free template on Airgram. It will aid you in creating the agenda of the stand-up meeting. 

Stand-Up Meeting Sample 

Creating a stand-up meeting doesn’t have to be stressful; you can easily create one using the Airgram software

Log in to the app if you already have an account. If you don’t have an account, don’t worry. You can always sign up for free. Once you sign in, you should see a webpage that looks like this:

Click onto the Quick Notes tab, which will lead you to another interface called Notepad, as illustrated below:

From there, you can input your stand-up meeting as follows:

  1. In the Agenda, write about the objective of the meeting. For example, you may call it the “Daily Scrum Meeting Agenda.” You can also change the duration timer in the Agenda to match the stipulated time you plan to have the session. Examples of agendas you can tackle include:

  • What was done yesterday that relates to achieving the objectives?

  • What are activities scheduled for today crucial for reaching the goal of the project?

  • What are the obstacles and challenges affecting the overall progress?

  • What needs changing according to previous results?

  1. Next, head to the Notes section and list a list of objectives that you plan to address. Tick them off one by one or add notes whenever a suggestion is raised. 

  2. Once the stand-up meeting is over, you can share the stand-up meeting notes with the other members through Slack, Notion, Google Docs, or Microsoft Word. Encourage them to add any relevant questions or suggestions that can be used in the next daily scrum.

Signing Off on Daily Stand-Up Meetings

A stand-up meeting can aid in better alignment, collaboration, and communication among team members. They also help keep everyone focused and heading in the same direction regarding objectives. That’s why they have increased in popularity and usage in the current business models. 

Employ the tips on Kanban styles above and obtain some relief from the extended round table gatherings. Remember, these stand-up meetings aren’t quite simple in their implementation as they appear: there is a lot more to them, as seen in this article.

Ranee Zhang

Ranee is the Head of Growth of Airgram and has rich experience in the SaaS field. She developed a passion for writing as a young girl and believed the written word could unlock doors as well as the imagination.

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