Project Check-In Meeting

Throughout any project, there are often numerous meetings to check-in on the status of all the moving parts. Use this sample agenda to ensure your projects are delivered on time and meet all goals.

At the top of the agenda template are spaces to reiterate the objective of the project and note essential milestones. The project leader should fill these out in advance of the meeting. You don’t need to spend significant time discussing them — this is more a reminder of important details.

The meat of this meeting is in the roundtable discussion, where people summarize updates and priorities. What is shared here will depend on what the project is about, and what stage it is in. Just remember, the goal of sharing updates in a meeting is to make the best use of time where everyone is in the same room. Focus on discussion topics that require everyone’s input or buy-in.

Then, in this sample agenda for a project check-in meeting, there is a specific area to talk about roadblocks and risks. While some challenges may surface themselves during the roundtable, this is its own agenda item because it is crucial to make sure everyone can continue forward in their work. If someone is blocked, whether it be by another member of the project team or external forces, surface that here and see if the team can help remedy it.

As always, make sure to note and action items or next steps for your meeting. If you’re using Hugo, you can use your integration with your project management software like Jira, Asana, or Trello, and send these tasks directly to that system from your meeting note.