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Agency weekly status / WIP meeting

45 minutes 6 blocks Free template

Review active jobs by exception, plan the next two weeks, allocate people, and leave every action item with an owner and a deadline.

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By the end of this meetingEvery active job's exceptions are handled and the next two weeks of work have owners and deadlines.

45 min · 6 blocks, drawn to scale Fits exactly
  1. Previous action items and delays, 5 minutes 5
  2. Project status and issues, by exception, 15 minutesDiscuss 15
  3. Upcoming work for the next two weeks, 10 minutesDiscuss 10
  4. Allocate resources and assign tasks, 8 minutesDecide 8
  5. Schedule, budget and scope report check, 4 minutes 4
  6. New action items with owners and deadlines, 3 minutes 3
011233445 min
  1. +0′Previous action items and delaysOne word for how your workload looks this week?5 minCheck-in
  2. +5′Project status and issues, by exceptionTip: Only discuss jobs that are off track; skip the ones that are fine.15 minDiscuss
  3. +20′Upcoming work for the next two weeksTip: Plan a two-week horizon; don't plan too granularly.10 minDiscuss
  4. +30′Allocate resources and assign tasks8 minDecide
  5. +38′Schedule, budget and scope report check4 minInfo
  6. +42′New action items with owners and deadlines3 minWrap-up

Why it works

Built so the agency weekly status / wip meeting ends on time, with everyone in it.

  • Every voice in the first minutes

    A 5-minute check-in: everyone sends a mood and one word from their phone, and it shows on their tile in the call. People who speak early speak again.

  • Discussion with a clock

    25 minutes of open floor with a countdown everyone can see, and a talk-balance meter so the loudest voice doesn't take all of it.

  • It ends in a decision

    Capture the decision and its owner with one click while it's said. It lands in the summary, word for word.

  • Updates stay short

    4 minutes of updates with a visible clock. In a video call the speaker is spotlighted and the room is muted, so nobody talks over them.

  • Wraps up on time

    Decisions and actions are read back, the summary is already written, and a finish on time earns the confetti.

How to run it

  1. 1Use a fixed structure every week and have one person facilitate.
  2. 2Start by checking last week's action items and delays.
  3. 3Review project status by exception rather than walking through every job.
  4. 4Plan two weeks ahead, at the level of tasks and people, not minute detail.
  5. 5Close with action items that each have an owner and a deadline.

Questions about the agency weekly status / wip meeting

What is a WIP meeting in an agency?
A weekly or biweekly work-in-progress meeting to review active jobs, handle exceptions, and plan resources and deadlines.
How far ahead should a WIP meeting plan?
Accelo recommends a two-week horizon.
Why do status meetings fail?
No structure, planning too granularly, action items without owners or deadlines, and chaotic discussion with no facilitator.

Built from

The structure, timings and tips on this page come from these sources.

  • accelo.com

Run it with your team

  • A countdown for every block on the shared screen
  • A video call that changes with each block
  • Check-ins and votes from every phone, no app
  • Decisions and actions in a scored summary

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