A 30 minutes daily standup? You are doing it wrong!
Tommy, a new Software Development Manager, has been struggling with virtual daily standup meetings. They're dragging on for over 30 minutes, causing frustration within his team that's distributed across multiple locations. Here is a dialogue to share some best practices to streamline Tommy's standup process.
Me: Hey Tommy, got a minute? I heard your standup meetings are stretching a bit longer than planned. How's it going with juggling time zones and keeping things succinct?
Tommy: Yeah, it's a struggle. We're often hitting the 30-minute mark to even longer, and it seems like everyone has a lot to discuss, yet many are also not paying attention to othersā updates because it is a virtual meetingā¦ Any advice?
Me: Sure, let's dive in. First off, how about implementing a pre-standup written report to your team slack channel? Ask everyone to jot down what they've done, what they plan to do, and if they're blockedāall in a few sentences.
Tommy: So, this replaces the verbal updates? Isnāt extra work for everyone?
Me: Not entirely. The written updates serve as a foundation. They allow for asynchronous reading and commenting before the meeting. Your actual standup can then focus on addressing any comments, clarifications, or blockers.
Tommy: I like that. It streamlines the information sharing and keeps everyone prepared.
Me: Exactly. Plus, writing these reports helps your team practice clear thinking and precise communication. Now, during the standup, you can act as a facilitator, synthesizing the written comments and guiding the discussion. If someone are slacking off by giving the same updates everyday ā¦ they will be noticed easily:-)
Tommy: So, what happens if someone raises a complex issue that requires a lengthy discussion?
Me: Great question. Keep the standup focused on immediate next steps and quick clarifications. If a topic needs a deep dive, flag it for a separate, smaller meeting. This way, you don't derail the whole standup.
Tommy: Makes sense. We've been struggling with tangential technical discussions that seem to go on forever.
Me: Yep, those can be real time sinks. One more thingāconsider rotating the facilitator role among team members. It not only adds variety but also ensures that everyone is invested in keeping the meeting efficient.
Tommy: This is all great advice! I'll start implementing these changes right away. Any last-minute tips?
Me: Just oneāuse the standup as a platform for team members not just to give updates but also to practice their ability to articulate thoughts clearly. Turn the necessity of a daily check-in into an opportunity for communication skill development.
Tommy: Fantastic! Thanks for the insights. I'm actually looking forward to our next standup now.
How do you run your daily standup? Any best practices or anti patterns you can share?
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