What Is a Meeting Cadence? Tips for Setting the Best One

We’ve all experienced that dreadful moment when an unnecessary meeting invite drops into your inbox. It disrupts your focus, wastes precious time, and drains your energy. That’s why it’s crucial for teams to establish a purposeful meeting cadence; one that occurs at the right frequency and prioritizes what really matters.

Let’s get started.

What is a meeting cadence?

A meeting cadence is the frequency at which meetings are scheduled within a team or organization. This frequency is typically based on the nature of the work, the size of the team, or project deadlines.

While some teams may benefit from daily standups, others may find bi-weekly or weekly meetings more efficient. Ultimately, the goal is to establish a rhythm that works for the whole team, ensuring that members remain connected, accountable, and aligned on objectives.

Common Types of Meeting Cadence

The following table outlines various meeting cadence and their purpose, which can help you choose the right frequency for your team.

Type of Meeting Cadence	Frequency	Purpose
🗓️ Daily	Every day	Quick standups or huddles to keep the team aligned with status updates.
📅 Weekly	Once a week	Regular updates to track progress, resolve blockers, and plan for the week ahead.
🔄 Bi-weekly	Every two weeks	Meetings to track progress, discuss deeper issues, and make adjustments for long-term projects.
🗓️ Monthly	Once a month	Meetings for long-term strategic planning or performance reviews.
📊 Quarterly	Every three months	High-level reviews of goals and progress, strategic adjustments.
🎯 Semi-annual	Twice a year	Biannual review of major goals, strategic direction, and key achievements.
🎯 Yearly	Once a year	Annual in-depth reviews for long-term goals, performance, and strategy.
🚨 Ad-hoc	As needed	On-demand meetings for immediate needs or urgent issues.

5 Benefits of Setting a Meeting Cadence

From improved decision-making to systematized project management, there are several benefits of setting a meeting cadence.

Better time management: When you schedule meetings consistently, team members can plan their work around these touchpoints and complete their tasks in a more timely manner.

Stronger team communication and cohesion: A regular meeting cadence provides opportunities for team members to collaborate on a regular basis, leading to better teamwork and morale.

Faster problem solving: With frequent and structured meetings, teams can identify obstacles more effectively and make quick interventions before issues escalate.

Support for both short-term and long-term goals: A predictable meeting rhythm helps teams stay focused on high-level objectives while keeping short-term priorities in-check.

Reduced need for ad-hoc meetings: A defined meeting cadence eliminates the need for spontaneous meetings, minimizing disruptions to workflows.

How to Set Up the Right Meeting Cadence for Your Team

This process involves three main steps: knowing what your team needs, going through a trial period, and finalizing the cadence calendar.

1. Identify Your Team’s Needs

Begin by analyzing the type of meeting your team requires. Ask yourself the following question:

The ideal meeting cadence depends on the goals and time requirements of each meeting type. For example:

Standup meetings may occur daily for quick, frequent check-ins to maintain communication and ensure everyone is working towards the same objectives.

Problem-solving meetings may require more frequent touchpoints (e.g., weekly or bi-weekly) to address issues quickly.

Long-term planning meetings may occur quarterly or even semi-annually to align on broader goals and strategies.

Business reviews may happen monthly or quarterly to assess overall performance, evaluate business metrics, and adjust goals.

Performance reviews may happen on a monthly or quarterly basis, depending on the team's evaluation cycle and project timelines.

Leadership team meetings may occur weekly or bi-weekly to discuss key decisions and address pressing issues at the leadership level.

Client/stakeholder meetings may require monthly or bi-monthly check-ins to review progress, gather feedback, and adjust strategies.

2. Try It Out First

Once you’ve decided on the meeting cadence, implement it on a trial basis.

Share the meeting schedule with your team in advance, explaining the purpose and expected outcomes of that specific regular meeting.

Set a trial period (e.g., two months) to test the effectiveness of the meeting cadence.

Monitor attendance and engagement during these regular meetings to evaluate how well they address the team’s needs and priorities.

3. Communicate the Final Cadence

After the trial period, analyze your observations, gather feedback from the team, and fine-tune the meeting cadence to maximize the value of each meeting.

Clearly communicate the finalized meeting schedule, highlighting any changes and explaining the rationale behind them based on trial period insights.

Reinforce the purpose and value of each meeting to foster a shared commitment of active participation.

Document the cadence and include it in team guidelines or tools (e.g., shared calendars) to make it easily accessible for team members.

Tip: You can use a meeting cadence template to outline the frequency and purpose of various regular meetings.

6 Best Practices for Choosing a Meeting Cadence

Choosing the right meeting cadence is much more than setting a schedule; it’s about finding the rhythm that works for everyone. These best practices will guide you in creating a routine that supports productivity and team wellbeing at the same time.

Find the right balance between team momentum and burnout. While frequent meetings can increase productivity, too many can lead to fatigue and disengagement. Always allow time for focused, independent work, and eliminate unnecessary meetings. If you notice signs of stress or burnout, implement strategies like asynchronous communication.

Consider if your team is working in-person, remote, or hybrid. Remote teams often need structured meetings to maintain communication, while in-person teams can rely on informal check-ins but still need a regular cadence. Hybrid teams might benefit from a mix of structured virtual meetings and in-person check-ins to accommodate different work environments.

Mind different time zones. For distributed teams, time zones can significantly impact the meeting cadence. Try to include everyone, and if this isn’t possible, consider offering asynchronous updates or meetings. This may involve using tools for shared project tracking, or recording and transcribing meetings so that absentees can catch up at a convenient time.

Involve your team in the decision-making process. Ask for input on the frequency, timing, and structure of meetings. You can send a survey or conduct a brief poll to gather insights on how meetings should be conducted. This collaborative approach will foster ownership and buy-in, making it more likely meetings will be well-received and attended.

Leverage tech. Tools like shared calendars or meeting schedulers help coordinate and track meetings. For instance, you can use Calendly to eliminate back-and-forth emails by letting participants book meeting times that work for them. Meanwhile, collaborative documentation tools like Notion enable team members to share updates asynchronously, reducing the need for frequent meetings.

Assess periodically. Your meeting cadence is not set in stone; it should evolve with the team’s needs and goals. Revisit it periodically, especially after significant project milestones or team changes. Plus, keep track of attendance and participation, as low engagement could be a sign to adjust the frequency and structure of your meetings.

Frequently Asked Questions

What does cadence mean at work?

Cadence meaning in business refers to the rhythm and timing of key activities, such as meetings and deliverables. It helps establish a predictive flow of tasks and processes. With a steady cadence, teams can maintain momentum and effective communication.

What is an example of a meeting cadence?

A meeting cadence example can be a daily standup meeting, where team members briefly discuss their priorities for the day. Another example is a monthly leadership meeting, where senior management reviews company performance and sets strategic goals. Quarterly business reviews are also an example, serving as a critical touchpoint for evaluating growth.

What is a project meeting cadence?

A project meeting cadence refers to the frequency and schedule of recurring meetings that help track progress. This can include weekly or biweekly meetings to discuss updates and challenges in the project lifecycle. Sprint reviews are also a part of this cadence, where the team evaluates the work completed and plans next steps.

How do you present a meeting cadence?

A meeting cadence can be clearly presented with ameeting cadence template. This template should outline the frequency, timing, and structure of each recurring meeting. It will help your team stay organized and demonstrate that every meeting serves a specific purpose.

Does Excel have a scheduling template?

Excel does not have a specific meeting cadence template. However, you can use one of its free schedule templates and customize it to create a cadence template. Feel free to adjust the columns and rows to include meeting frequencies, dates, and notes that fit your team’s needs.

Summary

This blog guided you through the steps on how to set the right meeting cadence for your team. It also shared 6 best practices, which can help you establish a rhythm that ensures your meetings are purposeful and in sync with your team’s needs.

With these tips in mind, you can transform regular meetings from tedious obligations to structured sessions that drive results.