If you’re managing a team, recurring meetings are just part of the deal—whether you love them, hate them, or just want them off your plate faster. If you’re reading this, you’re probably looking for a better way to set up and run these meetings without wasting everyone’s time. This guide is for you: managers, team leads, or anyone responsible for corralling people into productive conversations.
Charma (charma.html) is one of those tools that promises to make team collaboration and meetings less painful. The good news is, it actually helps—if you set it up right and avoid the common traps. Here’s how to create and manage recurring team meetings in Charma, with a focus on what actually matters and what you can skip.
Step 1: Decide if You Actually Need a Recurring Meeting
Before you start clicking around, ask yourself: do you really need this meeting on the calendar every week? Recurring meetings can be helpful for:
- Team check-ins (weekly, biweekly, whatever)
- Project status updates
- 1-on-1s that need a regular slot
But if you’re just filling up people’s calendars because “that’s what we’ve always done,” hit pause. Charma can make recurring meetings easier, but it can’t fix a meeting that shouldn’t exist in the first place.
Pro tip: If nobody owns the agenda or people keep asking, “do we need this?”—maybe you don’t.
Step 2: Set Up Your Recurring Meeting in Charma
Assuming you do need it, here’s how to set up a recurring meeting in Charma. The process is pretty straightforward, but there are a few things to watch for.
1. Create a New Meeting
- Go to the Meetings section in Charma.
- Click “Create Meeting” (or the plus button—Charma likes its icons).
- Give it a clear, specific name. “Weekly Team Sync” beats “Meeting.”
2. Add Attendees
- Type in the names or emails of everyone who needs to be there.
- Don’t invite extra people “just in case.” More isn’t better.
3. Set the Recurrence
- Choose how often you want this meeting to repeat (weekly, biweekly, etc.).
- Pick a time that works for most people—don’t let one person’s weird schedule dictate everything unless they’re critical.
- Charma syncs well with Google Calendar and Outlook, but double-check time zones if your team is remote.
4. Customize Your Meeting Settings
- Decide if you want a video link attached, and whether you want a default agenda template.
- If there’s a shared document (like meeting notes), link it now. Future you will thank you.
What works: Charma’s recurring meeting setup is clear and doesn’t bury you in options. You can tweak details later if things change.
What to ignore: Don’t get bogged down setting up every bell and whistle. Stick to the basics at first.
Step 3: Build a Useful Agenda (and Actually Use It)
A recurring meeting without an agenda is just a calendar placeholder. Charma’s agenda tools are simple but good enough if you use them right.
1. Create an Agenda Template
- In the meeting setup, click “Add Agenda” or “Template.”
- Build out a repeatable structure—think “Announcements,” “Team Updates,” “Blockers,” “Action Items.”
- Don’t overload it. Three to five main points is plenty.
2. Make It Collaborative
- Turn on agenda contributions so attendees can add items before the meeting.
- Ask for agenda items at least a day ahead. If nobody adds anything, consider canceling or shortening the meeting.
3. Keep It Flexible
- You can tweak the agenda for each occurrence. Don’t feel locked in to the original template—adapt as your team’s needs change.
What works: Charma keeps agenda items organized and lets people add context or links directly.
What doesn’t: If you ignore the agenda or let it become a dumping ground, people will tune out.
Step 4: Run the Meeting (Without Wasting Time)
Charma gives you tools, but running a good meeting is still on you. Here’s how to keep things on track:
1. Share the Agenda
- Send out the agenda before the meeting. Charma can do this automatically, but make sure people actually see it.
2. Take Notes in Real Time
- Use Charma’s notes section so everyone sees what’s being written down.
- Assign action items as you go, tagging the right people.
3. Stick to the Time
- If you set 30 minutes, end at 30 minutes. Don’t fill empty space just because the invite says “hourly.”
- Use Charma’s timer feature if you need help staying disciplined.
Pro tip: If you’re consistently running out of time, your agenda’s too packed—or the meeting needs to be longer. Don’t just hope it’ll magically work out.
Step 5: Follow Up Automatically (So Nothing Gets Lost)
After the meeting, Charma can help keep things moving—if you use the features as intended.
1. Send Recaps
- Charma can send a summary of notes and action items to everyone automatically.
- Make sure action items are clear: what, who, and by when.
2. Track Action Items
- Use Charma’s follow-up tool to track what’s done and what’s not.
- Review these at the start of the next meeting. If things languish, call it out.
3. Adjust As Needed
- If people stop showing up, or if there are no action items, revisit whether this meeting still makes sense.
- Use Charma reports to see attendance and engagement trends—don’t just go on gut feeling.
What works: Automatic follow-ups save time, and action item tracking is solid. This is where Charma shines compared to just using a calendar and email.
What to ignore: Overly detailed recaps. Keep it to decisions made and next steps.
Step 6: Iterate, Don’t Automate Everything
The temptation with recurring meetings is to set them and forget them. Don’t. Even with Charma making things easier, you should:
- Regularly ask the team if the meeting is still useful.
- Kill meetings that have outlived their purpose.
- Tweak frequency, agenda, or attendees as your team’s needs change.
Pro tip: Once a quarter, spend 5 minutes reviewing all your recurring meetings. You’ll be surprised how many are running on autopilot with no clear goal.
Final Thoughts: Keep It Simple, Keep It Honest
Charma can’t magically make bad meetings better, but it can take the hassle out of recurring meetings that actually matter. Start simple, use agendas and action items, and don’t be afraid to cancel or adjust meetings as you go. Your team will thank you—and you’ll get some time back in your week.