Effective team stand-ups & Absent Team Member
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This weekly newsletter is mostly about the article, books, videos etc. I read or watch or my views on different topics which revolves around my head during the week. Now, let us dive into this week’s reads.
1. How to run team stand-ups effectively
Personally I run at least 3 stand-up calls per day. Most of the days they are good, but few days are not so great. Specially on not so great days, will end up reminding team in between call to remind them how to give their stand-up updates clearly or after end of the call when i feel that i could do better. Would refer to my OneNote document where i have few tips noted for time to time to read them quick. Yeah, its better to have your own self notes instead of searching online as they will be quick refresher and also allows me to edit the same for any updates. So this week sharing some tips for running effective team stand-ups.
* Set a clear agenda and stick to it. This will help keep the meeting focused and on track. The most basic agenda which you can have team follow their updates in this format.
* What did I work on yesterday?
* What am I working on today?
* What issues are blocking me?
* Encourage participation from all team members. This will help ensure that everyone feels heard and that important issues are addressed.
* Keep the meeting short and to the point. Stand-ups are meant to be quick check-ins, so try to keep the meeting to 15 minutes or less.
* Encourage team members to share their progress, challenges, and any blockers they may be facing. This will help the team stay informed and identify areas where they can help each other.
* Follow up on any action items or issues that were brought up in the stand-up. This will help ensure that progress is being made and that the team is moving forward.
* Keep it informal and use a flexible format that works for your team, such as remote or hybrid.
* Be flexible and adaptable. Be open to feedback and adjust the format or structure of the meeting as needed to best meet the needs of your team.
* To keep everyone engaged if you are literally standing in a room, then play a catch. toss the ball for someone to catch it, so they can give their update. Skip giving to the person next to or who has already given their update. This something i have done only once in my career. As mostly I had folks remote in my teams, I randomly call person name to let them give their update instead of going in any chronological order.
If your team's stand-up meetings are running longer than expected, here are a few things you can try:
* Remind team members to keep their updates brief and to the point. Encourage them to focus on the most important information and to skip over any details that are not relevant to the rest of the team.
* Set a time limit for the meeting and stick to it. This will help ensure that the meeting stays on track and that everyone has enough time to complete their work.
* Encourage team members to come prepared with their updates. This will help reduce the time it takes for them to gather their thoughts and present their information.
* Consider breaking the meeting up into smaller groups or sub-teams. This will allow each group to focus on specific tasks and will reduce the time it takes to go through updates from every team member.
* Encourage team members to address any issues or blockers during the stand-up and to schedule follow-up meetings if necessary.
* Set specific time for each agenda items and stick to it.
* Keep the focus on progress, not problems. Encourage team members to share what they've accomplished since the last meeting, not just what they're currently working on.
* Assign a facilitator who can keep the meeting on track and remind team members to stick to the agenda and the time limit.
Let me know in comment, what are your best tips to facilitate effective team stand-ups.
2. Team members taking leaves is causing delays in your project ?
If team members taking leaves is causing delays in your project? Most of us face this issue and now that many of my age group are mid level or senior level managers wanted to talk about this. Here are a few things you can do:
* Develop a detailed project plan that includes backup plans and contingencies for when team members are absent. This will help ensure that the project can continue to move forward even when team members are away.
* Develop a cross-training program to ensure that team members can step in and take on the responsibilities of absent team members. This will help ensure that the project is not impacted by the absence of a single team member.
* Communicate clearly with the team members who are taking leaves, their manager and the project team. Encourage them to provide clear handover instructions before they leave and to make sure that their absence will not cause delays in the project.
* Use tools like project management software or task management tools to keep track of progress and make sure that deadlines are met.
* Keep open communication with the customer or stakeholders, update them about the situation and come up with a plan that works for everyone.
* Consider hiring temporary staff or contractors to fill in for absent team members.
* Review your leave policy and make adjustments as needed to ensure that it is fair and that it allows team members to take the time off they need while minimizing the impact on the project.
* Be flexible, and be willing to adjust the project plan and schedule as needed to accommodate for the leaves
If one team member is taking a lot of leave and it is impacting the schedule of the project, follow above all things and have specific to have one on one discussion.
* Communicate clearly with the team member about the impact their leaves are having on the project schedule. Encourage them to provide clear handover instructions before they leave and to make sure that their absence will not cause delays in the project.
* Develop a detailed project plan that includes backup plans and contingencies for when this team member is absent. This will help ensure that the project can continue to move forward even when the team member is away.
* Develop a cross-training program for this team member's responsibilities, and ensure that other team members are able to step in and take on their responsibilities while they are absent.
* Keep open communication with the customer or stakeholders and update them about the situation and come up with a plan that works for everyone.
* Review the leave policy and talk to the team member about their absence and how it can be managed better.
* Consider hiring temporary staff or contractors to fill in for the absent team member.
* Have an open and honest conversation with the team member and try to understand the reason for their leaves, if there is an underlying issue, try to address that.
It's important to address the issue and come up with a plan that works for everyone and minimize the impact on the project schedule as much as possible. Remember to be empathetic and understanding of the team member's situation while also ensuring that the project stays on track.
That is all for this week. See you again.
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