PM Perspective

As a manager or developer, we’ve all been there—slogging through stand-up meetings that were supposed to be short and efficient but ended up stretching far beyond their intended time. Ideally, a stand-up should distribute information quickly, discuss blockers, and outline clear next steps. But often, these meetings drift, consuming precious time. Are they status updates, or are they working sessions in disguise?

Through trial and error, I’ve found that a great stand-up truly respects the team’s time and provides value without dragging on. Here are some of my biggest takeaways from stand-ups that work well:

1. The Stand-Up is a Tool, Not a Requirement

Stand-up meetings are meant to help teams work together efficiently, but the format needs to serve the team’s specific needs. If the traditional three questions—“What did you do yesterday?”, “What are you working on today?”, “What blockers are you facing?”—aren’t providing value, it’s time to explore a different approach. A quick adjustment can make the meeting feel far more relevant.

2. Minimize Distraction and Maximize Engagement

Let’s face it: in poorly run stand-ups, people often tune out until it’s their turn to talk. This eats up meeting time and leaves critical details overlooked. Making the meeting engaging, keeping it concise, and ensuring everyone’s attention is on each update rather than just their own can lead to a much smoother experience.

How to Make Stand-Ups Work for Your Team

After working with a variety of teams, I’ve found a few strategies that make stand-ups engaging, efficient, and valuable:

1. Use the Right Tools to Aid Discussion

• Leverage JIRA (or other task management tools): Rather than each team member giving a verbal report, using a JIRA sprint board as a visual aid can keep discussions focused. A customized dashboard can display key details, making it easy for the team to get updates and identify priorities.
• Sync with Asynchronous Communication: In distributed teams, it’s not always possible for everyone to attend. Tools like Slack can offer a “post-stand-up” sync, where those unable to attend can still catch up. This keeps everyone aligned without dragging out the meeting.

2. Adjust Frequency and Format Based on Team Needs

• Flexibility is Key: The stand-up’s frequency doesn’t need to adhere strictly to Agile guidelines. If progress updates and blockers are addressed asynchronously and effectively, daily stand-ups may not be necessary. Consider holding stand-ups only on days when updates are critical or when the team will benefit from that face-to-face (or screen-to-screen) time.

3. Don’t Forget the People Aspect

• Focus on Connection, Not Just Status: Stand-ups can also foster camaraderie within the team. The few minutes we spend kicking off the day together can be valuable for building trust and rapport. Teams that share a bit about themselves beyond work tasks can create a supportive environment, which often translates to better collaboration.

Making Stand-Ups Work for You

Stand-ups should be more than a daily routine—they’re an opportunity to set the team up for a successful day. By leveraging the right tools, remaining flexible, and prioritizing connection, you can transform these meetings into a truly valuable touchpoint that keeps everyone in sync without losing focus.

Experiment with these ideas and find the right balance for your team. A great stand-up respects time, facilitates engagement, and brings everyone on the same page.

How does your team do stand-ups or status meetings? What are ways you think they can be improved?