Remote project teams live or die by their meetings—too few, and things fall apart; too many, and nobody gets any real work done. If you’re trying to keep your projects moving in Microsoft Teams, you need a system for recurring meetings that doesn't waste time or sanity. This guide is for people who want to get organized, not just “schedule a call.” We’ll dig into what matters, call out what doesn’t, and show you how to set up recurring project meetings that actually work for remote teams.
Why Recurring Meetings Matter for Remote Teams (But Also, Why They’re Tricky)
Let’s get honest: recurring meetings can be a blessing or a curse. For remote teams, they’re usually necessary—regular check-ins keep projects from drifting. But if you’re not careful, they turn into calendar clutter with little value.
What works:
- A clear purpose for each meeting.
- Predictable timing, so people can plan around them.
- Consistent format—everyone knows what to expect.
What doesn’t:
- Meetings with no agenda.
- Scheduling just because “that’s what we’ve always done.”
- Ignoring time zones (nothing says “team spirit” like 6am invites).
If you’re using Microsoft Teams, it has the tools you need, but only if you use them the right way.
Step 1: Decide If a Recurring Meeting Is Actually Needed
Before you create another standing meeting, ask yourself:
- Is this something that really needs a recurring slot?
- Can you solve it with good documentation, async chat, or a shared task list instead?
- Is there a clear owner who’ll keep it on track?
Pro tip:
If you can’t write down in one sentence why you’re meeting every week (or day), you probably don’t need it.
Step 2: Set the Ground Rules
Before you ever open Teams, get agreement on:
- Purpose: What’s this meeting for? (Status update, planning, decision-making?)
- Frequency: Weekly? Biweekly? Monthly? Default to less frequent and adjust as needed.
- Length: 30 minutes is usually enough. Anything over an hour is a warning sign.
- Time zones: Pick a slot that’s fair. Rotate times if your team is spread out globally.
- Who’s invited: Only people who really need to be there—everyone else just gets the notes.
Write this down somewhere the team can see it (a shared doc, wiki, or Teams tab).
Step 3: Set Up the Recurring Meeting in Teams
Here’s how to actually do it, step by step:
- Open Teams Calendar: Click on the “Calendar” icon in the left sidebar.
- Click ‘New Meeting’: Top right button.
- Fill in the Details:
- Title: Make it specific (“Project Falcon Weekly Standup,” not just “Meeting”).
- Attendees: Add only those who really need to be there.
- Time: Pick your slot. Remember time zones—Teams will try to help, but double-check.
- Repeat: Set the recurrence (Daily, Weekly, Custom). Don’t just default to weekly—think about what makes sense.
- Channel (Optional): If this meeting is for a whole project team, select the relevant Teams channel. This keeps chat, files, and recordings in one place.
- Add an Agenda: Seriously, put it in the invite. Even a rough outline is better than nothing.
- Send It: Hit “Send” and it’ll show up for everyone invited.
What to ignore:
Don’t bother with fancy meeting templates or apps unless you really need them. Teams’ built-in scheduling works fine for 95% of cases.
Step 4: Create an Agenda Template (and Actually Use It)
A recurring meeting without an agenda is just a recurring waste of time. Keep it simple:
- What did we do last week?
- What’s blocked?
- What’s next?
- Any decisions needed?
You can use a Teams channel post, a Word doc, or jot it in the meeting invite. The format doesn’t matter, but consistency does.
Pro tip:
Rotate who runs the meeting or takes notes. It keeps everyone engaged and spreads the load.
Step 5: Use Teams Features to Stay Organized
Microsoft Teams has a bunch of features that help, if you use them right:
- Meeting Chat: Each meeting has its own chat. Use it for follow-ups and sharing links, not just “thanks.”
- Files Tab: Store agendas, docs, and notes here—no more digging through email.
- Recording: Record meetings if people can’t attend, but don’t use this as a substitute for notes. Nobody wants to watch a whole recording to find a decision.
- Whiteboard: For brainstorming, but don’t overdo it. Keep things simple.
What doesn’t work:
Don’t try to use every Teams feature just because it’s there. Stick to what helps the team, ignore the rest.
Step 6: Keep Meetings Focused and Useful
Just because it’s recurring doesn’t mean it has to be boring. To keep your meetings on track:
- Start on time and end early. Don’t wait for stragglers.
- Stick to the agenda. If new topics come up, park them for later.
- Share action items at the end. Who’s doing what by when?
- Cancel if there’s nothing to discuss. Seriously, nobody will be sad if you give them time back.
Pro tip:
If your recurring meeting keeps getting canceled or runs out of steam, take the hint—maybe you don’t need it after all.
Step 7: Make Changes When Needed
Your first version won’t be perfect, and that’s fine. Review every few months:
- Is the timing still good for everyone?
- Are the right people (still) invited?
- Is the meeting still serving its purpose?
- Can anything be async instead?
Don’t be afraid to tweak or even kill recurring meetings if they’re not working. Less is often more.
Common Pitfalls to Avoid
Even with the best tools, it’s easy to fall into traps:
- Over-inviting: If half the people are silent the whole time, they probably don’t need to be there.
- No clear owner: Someone needs to run the meeting, not just show up.
- Letting meetings sprawl: Stick to the time and agenda.
- Using meetings to share updates everyone could read: If you’re just reading status reports aloud, use a chat or doc instead.
Summary: Keep It Simple, Adapt as You Go
Recurring project meetings in Teams can be useful, if you’re honest about what you need and don’t overcomplicate things. Start small, get feedback, and don’t be afraid to cancel or change things up. Focus on what helps your team move forward, not on filling every slot in the calendar. The best recurring meetings are the ones people don’t dread—so keep it focused, keep it useful, and keep it human.