Team check-ins are a lifesaver—when they're done right. If you’re managing projects and your team’s scattered (or just busy), regular, focused check-ins keep everyone moving in the same direction. But let’s be honest: badly run check-ins are just another time-suck.
This guide is for anyone who wants to use Letsdive to set up recurring, structured check-ins that actually help your team—not just fill up your calendar.
Why recurring check-ins matter (and why they often flop)
Before diving into the technical steps, it’s worth asking: do you actually need recurring check-ins, or are you just doing them because “that’s what teams do”? If you’re just running through the motions, people will tune out. On the flip side, predictable, well-run check-ins solve a bunch of real problems:
- Keeps projects from drifting: You spot issues before they blow up.
- Reduces status-update chaos: No more endless Slack threads or surprise emails.
- Gives everyone a voice: Especially useful for remote/hybrid teams.
But here’s the thing: you need the right tool and the right setup. That’s where Letsdive comes in. It’s built for structured team meetings, so you’re not reinventing the wheel every week.
Step 1: Sign in and set up your workspace
First things first, get into Letsdive. If your company is already using it, you should have an invite or a workspace set up. If not, just sign up and create one—nothing fancy needed.
Pro tip:
If you’re new, start with a small pilot group. It’s easier to iron out the kinks with five people than twenty.
Here’s what you need to do:
- Log in to Letsdive with your work email.
- Join your workspace (or create a new one if needed).
- Invite your team if they’re not already there. Just send them invite links—don’t overthink it.
Step 2: Decide what your check-ins should actually cover
Before you schedule anything, figure out what you want from the check-ins. Don’t just add a recurring meeting and hope for the best.
Ask yourself: - Is this a quick status update, or do we need deeper problem-solving? - How often do we really need to meet? (Weekly? Every two weeks?) - Is everyone in the same time zone, or will someone always be dialling in at 7am?
What works: - Set a clear goal: e.g., “15-minute weekly sync to flag blockers and next steps.” - Keep it short. Thirty minutes is usually the max for a team check-in; most teams do fine with 15-20 minutes.
What to avoid: - Don’t try to combine everything (status, brainstorming, personal catch-up) into one meeting. It’ll drag. - Don’t invite everyone “just in case.” If someone only needs the notes, that’s fine.
Step 3: Create a recurring meeting in Letsdive
Now for the nuts and bolts. Letsdive makes it pretty painless to set up recurring meetings:
- Go to the Meetings tab.
- Click “Create Meeting.”
- Name your meeting. Be specific—“Marketing Weekly Sync” beats “Team Meeting.”
- Set the recurrence.
- Choose your frequency: daily, weekly, etc.
- Pick the day and time. If you’ve got people in different time zones, Letsdive will show everyone the meeting in their local time (a small but lifesaving detail).
- Add your team members. You can add individuals or groups.
- Set a duration. Again, less is more—don’t block an hour unless you truly need it.
Pro tip:
Avoid the default “every Monday at 9am.” Try mid-week or slightly later in the day. People are sharper, and you’re less likely to get reschedules.
Step 4: Build a reusable agenda template
This is where lots of teams drop the ball. A recurring meeting with no agenda is just a recurring waste of time. Letsdive lets you create templates so you don’t have to start from scratch every week.
Here’s how:
- Inside your meeting, click “Add Agenda.”
- Build your agenda template. Typical check-in sections:
- Quick wins since last check-in
- Blockers/roadblocks
- Priorities for next week
- Open discussion/questions
- Save as template. Letsdive lets you reuse this for future meetings.
What works: - Keep agenda items focused and time-boxed. - Rotate who leads each section—keeps people engaged. - Leave a couple of minutes at the end for “any other business,” but don’t let it turn into a free-for-all.
What doesn’t: - Don’t just dump a giant list of “stuff to discuss.” More isn’t better. - Don’t skip the template step. Otherwise, you’ll spend the first five minutes of every meeting sorting out what to talk about.
Step 5: Automate reminders and pre-meeting prep
One of the best things about Letsdive is the built-in reminders. Use them.
- Enable automatic reminders so your team gets a nudge before each check-in.
- Ask people to add agenda items ahead of time. Letsdive lets your team drop in topics before the meeting starts. If nobody adds anything, maybe you don’t need a meeting that week.
- Share supporting docs or links in the agenda section—no more frantic searching during the call.
Reality check:
Reminders help, but if people ignore them, you may need to tweak your process. If nobody’s adding topics, your check-in might be too frequent or not focused enough.
Step 6: Run the check-in—don’t let it run you
Once it’s go time, stick to the agenda. Letsdive has a built-in timer and note-taking, which helps keep you honest.
- Start with quick wins. Keeps things positive and moving.
- Hit blockers next. Don’t let these drag on—assign an action or table it.
- Review priorities. Make sure everyone’s clear on what’s next.
- Wrap up. Summarize any decisions or action items.
What works: - Use the “Parking Lot” feature for off-topic stuff. You can revisit it if there’s time. - Take notes in real time so everyone’s on the same page.
What to ignore: - Don’t chase perfect attendance. If someone can’t make it, let them catch up with the notes. - Don’t get bogged down in status updates everyone already knows.
Step 7: Follow up and iterate
After the meeting, Letsdive can send out notes and action items automatically. Use this feature. It’s half the point of using a tool like this.
- Review what worked and what didn’t. If meetings feel flat or run long, tweak the agenda or frequency.
- Get feedback. Ask your team, “Is this useful? What should we change?”
- Adjust as needed. Don’t be afraid to skip a week or change the format. The tool is there to help you, not trap you in a cycle of pointless meetings.
Pro tip:
Every few months, cancel a check-in and see if anyone misses it. If not, maybe you can simplify things even more.
Keep it simple—and don’t be afraid to change things up
Recurring check-ins can be a game-changer, but only if they fit your team and your projects. Letsdive does a lot of the heavy lifting—templates, reminders, notes—but the real work is keeping things focused and useful. Start small, experiment, and don’t be afraid to drop what isn’t working. Your calendar (and your team) will thank you.