Works with Claude, ChatGPT, Gemini, or your own local model: paste this prompt and your AI will co-facilitate this exercise with you.

Help me prepare and run the exercise below. First ask for my participant count, time, setting, access needs and intended result. Check these against the stated limits. Use the supplied rules and materials. Explain any proposed changes before using them, and label them as adaptations. Do not invent source claims or require personal disclosure. Give me one step at a time when I say start. I manage the people, physical activity and clock; do not claim to observe the room. Ask me what happened before choosing a next step.

Reference revision: 2e39a2b574f3ba0546ad00a90ca41f449252216da6365749d0383ca695096283

# Daily Standup Meeting

Team members take turns answering three concise questions about completed tasks, current work, and blockers. A facilitator records impediments on a shared board so problem-solving happens after the check-in.

**Time:** 21 minutes. Source specifies 15 to 30 minutes for 5 to 15 people; set to 21 minutes to accommodate up to 15 participants at 1 minute each plus setup and blocker pairing.
**People:** 4 to 15. Whole group standing or gathered around a shared board, speaking in turn

## Choose this exercise

**Purpose:** Share current work status across a working team and identify blockers that require coordination outside the meeting.
**Use it when:** Use at the start of a workday or work cycle when a shared team needs fast coordination without turning into a lengthy status presentation.
**Skip it when:** Skip when the team needs deep collaborative problem-solving, detailed project planning, or when participants do not share interdependent daily work.

## Materials and tools

- 1 whiteboard or flip chart stand (for in-person)
- 1 pack of dry-erase markers or flip chart markers (for in-person)
- 1 digital or mechanical timer
- Optional sticky notes for capturing blockers
- Access to a digital collaboration board or shared document (e.g., Trello, Miro, or shared doc, for hybrid or remote)

## Before participants arrive

1. Clear a space where everyone can stand or sit in an open circle facing a visible board, or open the shared digital board.
2. Write the three core questions clearly on the board: 1. What did I complete? 2. What am I working on today? 3. What blockers or help do I need?
3. Create a dedicated parking lot column labeled 'Blockers / Follow-ups' on the side of the board.

## Say this to open

We are holding our standup to coordinate our daily work and spot anything in our way. Everyone gets one minute to answer three questions: what you finished since our last check-in, what you plan to work on today, and what help or blockers you have. If you submitted a written note instead of speaking, I will read it aloud on your turn. Please hold side conversations or detailed fixes until after we finish the round.

## How to run it

### 1. Set the format and turn order (2 minutes)

Deliver the opening script. Explain the rules: each person takes up to one minute, covers the three visible questions, and hands off to the next person. Point out the parking lot column where obstacles will be noted for follow-up rather than resolved immediately.

### 2. Prepare individual updates (1 minutes)

Provide one minute for people to review their notes or the shared task board silently so they can prepare their 60-second answers directly.

### 3. Run individual status updates (15 minutes)

Go around the circle or follow the order of tasks on the board. Each participant gets up to 60 seconds. If a participant submitted a written update by sticky note or chat, the facilitator reads it aloud within their 60-second turn. If someone raises an obstacle that requires discussion, the facilitator records it in the blocker parking lot and moves directly to the next person's turn.

### 4. Review blockers and pair follow-ups (3 minutes)

Read aloud the items captured in the blocker column. Ask who needs to stay after the standup to resolve each item, confirm names for each follow-up pair or trio, and dismiss everyone else to begin their work.


## Debrief questions

- Which blockers listed today require coordination before midday?
- Did any update reveal overlapping work that we should merge?

**Finished output:** A visible list of current blockers with named pairs or small groups assigned to resolve them immediately afterward.

## Remote

Use a video call and share an online kanban board or live document. Post the speaking order in chat so speakers know who follows them. A co-facilitator or facilitator types blockers directly into an agreed parking lot column. Keep cameras optional. Participants who choose not to speak drop their three answers into chat, and the facilitator reads them aloud when their turn comes up.

## Hybrid

Position the in-person group around a room microphone and screen showing remote members and the shared digital board. Alternate speaking turns between room members and remote members. Read written chat entries aloud during the contributor's assigned turn. All blockers must be typed into the shared digital board so both audiences see them instantly.

## Access and participation choices

- Standing is optional; participants may sit, lean, or join from an accessible position without explanation.
- Participants may submit written updates in the chat or on a sticky note ahead of time instead of speaking aloud, and the facilitator will read them during their turn.
- Anyone may pass on any question by stating or writing 'No updates' or 'No blockers today'.

## If the session gets stuck

**Participants begin debating a technical issue or problem-solving during someone's turn, running past the time limit.**

Intervene immediately, record the topic in the blocker column, name the people involved, and say: 'Let's take this offline right after the standup so everyone gets their turn.'

**A speaker gives a long, granular narrative of every email sent and call made.**

Gently cue the speaker by asking: 'What is the main deliverable you finished, and what is your focus today?' Remind the room to keep updates to high-level outcomes.


## Terms used here

- Blocker: An obstacle, dependency, or missing resource that prevents a team member from completing their task.
- Parking Lot: A visible area on a board where off-topic questions or complex issues are written down to be handled after the meeting.

## Sources and adaptation

Observed in the Participatory Methods library under 'Daily Standup Meeting', reflecting standard Agile development practices adapted for community and organizational teams.

Retained the three-question format, 1-minute individual timebox, and blocker tracking documented in Participatory Methods evidence. UWT arranged the procedure into four distinct steps totaling 21 minutes to fit up to 15 participants at 1 minute per update, explicitly allocated blocker scribing to the facilitator, incorporated facilitator reading of written submissions to preserve equitable non-verbal participation, and added concrete hybrid and access guidelines.

[Participatory Methods](https://participatorymethods.com/activities/daily-standup-meeting/)

Current run sheet: https://unitedwetransform.com/exercises/daily-standup-meeting/