We’ve all sat through status meetings that could’ve been an email—or better yet, a quick video. If your team dreads weekly check-ins or loses time to scattered updates, you’re not alone. This guide is for people who want to stop wasting time on repetitive meetings and get real transparency with less hassle.
Here’s how you can use Loom to automate your recurring team status updates, so you spend less time talking about work and more time actually doing it.
Why Automate Status Updates with Video?
Let’s get honest: written status updates get ignored, live meetings drag on, and nobody remembers what was said. Video, on the other hand, is quick, clear, and lets people catch up on their own time. Automating the process just means you won’t have to herd cats every week.
Who this works for:
- Distributed/remote teams
- Hybrid teams that want to cut meetings
- Teams tired of repeating themselves
- Anyone who wants to keep a record without the paperwork
Who this doesn’t work for:
- Teams with heavy compliance or privacy restrictions
- Groups where nobody actually watches the videos (be honest with yourself)
- Teams that need live debate, not just updates
Step 1: Set Your Status Update Rhythm
Before you touch any tools, get clear on what you want out of these updates. Otherwise, you’re just automating noise.
Decide on:
- Frequency: Weekly is common, but biweekly or monthly might be enough. Don’t default to weekly out of habit.
- Format: Individual updates, or one per team? Short is better—think 2–5 minutes max.
- Content: What should people cover? (e.g., “What did I finish? What’s next? Any blockers?”)
Pro tip: Write down your “template” for updates. If you want consistency, everyone needs to know what “good” looks like.
Step 2: Get Set Up with Loom
If you haven’t already, create a Loom account. Loom is a dead-simple way to record your screen, camera, or both, and share videos via a link. The free plan is enough for most teams, but double-check limits (usually 5-minute max per video).
Basic setup:
- Install Loom’s desktop app or browser extension. The browser extension is faster for most people.
- Test a quick recording: Hit record, talk for 10 seconds, stop, and review. If you hate how you look on camera, try just audio or screen-with-voice.
- Set up a shared folder or workspace in Loom: This keeps updates organized and easy to find.
What to ignore: Don’t overthink backgrounds or fancy editing. No one cares. Just make sure your audio works.
Step 3: Create Your Status Update Template
This is what keeps updates from turning into rambling monologues.
Sample template for individuals:
- What did I work on last week?
- What’s up next?
- Any blockers or help needed?
- Shout-outs, gratitude, or quick wins
For teams or leads:
- Overall team progress
- Highlights and lowlights
- Roadblocks or risks
- Next steps
How to use it:
- Paste this template in your calendar invites, pinned chat threads, or even in the Loom video description.
- Remind folks: “Stick to the template. Nobody wants a TED Talk.”
Step 4: Automate the Reminder (Stop Nagging People)
If you want people to actually do this every week, you need reminders that don’t depend on you.
Options:
Calendar Recurring Event
- Set a recurring calendar invite for when updates are due.
- Add the template in the invite notes.
- Make it clear if you want the update done before a certain day/time (e.g., “By Friday 2pm”).
Automated Chat Reminders
- Use Slack, Teams, or whatever you use.
- Tools like Slack Workflow Builder or Zapier can post a scheduled message in a channel: “Status update time! Please record and share your Loom by 2pm. Template: [paste here].”
- For low-effort, just schedule a recurring message/reminder in your chat app.
Email Automation
- Most email tools can schedule recurring emails.
- Keep it short: “Reply all with your Loom link by Friday. Template: [paste here].”
Don’t: Count on people’s memory or goodwill alone. Even the most reliable folks need a nudge.
Step 5: Record and Share Updates
Here’s the magic: updates don’t need to be polished. They just need to exist.
Recording tips:
- Find a quiet spot (or just tell your noisy pet to chill for 2 minutes).
- Open Loom, read your template, and talk through it.
- Don’t stress about mistakes. If you flub once or twice, keep going.
- Keep it to the point. Nobody wants a 15-minute epic.
Sharing tips:
- Drop your Loom link in the agreed channel/folder.
- Use a consistent subject or title for videos, e.g., “Team Status – June 2.”
- If your team uses project management tools (Asana, Notion, etc.), consider pasting the link there too.
Pro tip: Set a “no video, no update” policy. If someone doesn’t post, it’s as if they skipped the meeting.
Step 6: Watch, React, and Move On
Don’t let these videos pile up unwatched. The point is to stay in sync, not to create another graveyard of ignored updates.
What works:
- Team leads or a designated person watches all videos, calls out key points or trends, and follows up on blockers.
- Use Loom’s comment feature to ask quick questions or give feedback—no need for another meeting.
- Set “office hours” or a short Q&A slot for any urgent clarifications. Otherwise, trust the videos.
What doesn’t:
- Don’t expect everyone to watch every single update, every time. Be clear about who must watch which updates.
- Don’t assume silence means alignment—make it easy for folks to flag confusion or concerns.
Step 7: Rinse, Improve, Repeat
After a couple of cycles, check in with the team. Are people actually watching the videos? Are the updates useful? If not, tweak the process.
Quick ways to iterate:
- Trim the template if updates are too long.
- Move from individual to team updates (or vice versa).
- Change the recording day/time if folks always procrastinate.
- If people stop watching, ask why, and be honest: maybe this isn’t the right fit.
Remember: The tool (Loom, email, Slack) is just a means to an end. If it’s not saving time or improving clarity, change it up.
Honest Take: What Works, What Doesn’t
Works: - Cuts down on synchronous meetings - Makes updates easier for different time zones - Forces clarity (if you keep videos short)
Doesn’t work if: - People ignore the videos - You overcomplicate the process with too many tools or steps - Team culture isn’t open to async communication
Ignore: - Fancy video editing, backgrounds, or filters - Trying to make every update entertaining - App overload—start simple
Keep It Simple—And Don’t Be Afraid to Tweak
Automating status updates with Loom videos shouldn’t add stress or busywork. Start basic: a shared template, scheduled reminders, and a place to drop the links. If it works, great—keep it going. If it fizzles, talk to your team and try something else. The point is less “process,” more progress.