Meeting Check-In Mood Map for Beginners: Stamp Your Energy and Workload in 5 Minutes

Team & People

Meeting Check-In Mood Map for Beginners: Stamp Your Energy and Workload in 5 Minutes

Meeting facilitators use this beginner check-in template in the first five minutes to place face stamps on an energy by busyness map and decide speaking order. The whiteboard has four pages. Page 1 sets the meeting aim, topic candidates, face stamp colors, and ground rules. Page 2 is the energy by busyness map where each person places a stamp and writes a short note. Page 3 sorts topics by importance and urgency and picks the speaking order and what to keep in mind. Page 4 adds an owner and due date to each decision and picks next week's facilitator. The task board has four columns - Discuss next meeting, Mine this week, Awaiting review, Done - with four parent tasks, one per page, and three subtasks each. Showing mood as a position helps you notice a teammate who finds it hard to say they are struggling, and you can start without asking busy or tired people for long explanations. Members of a private team can write on the same board, so online meetings work too.

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meeting check-in weekly meeting team mood importance urgency matrix for beginners
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① Today's Meeting (start writing here) ② People and Face Stamp Colors ③ What Positions Mean ④ Signal for When You Would Rather No... ⑤ Time Limits ⑥ Mood Map Right Now (place the stamp... Energetic × Has room Energetic × Busy Low energy × Has room Low energy × Busy ⑦ Note from People Low on Energy × Busy ⑧ Note from People Energetic × Busy ⑨ Note from People Low on Energy × Ha... ⑩ Impression of Today (facilitator wr... ⑪ Sorting Topics (place the candidate... Plan it (important × not urgent) Do it now (important × urgent) Skip it (not important × not urgent) Hand it off (not important × urgent) ⑫ Speaking Order and Care ⑬ Decisions and Owners (from the topi... ⑭ From Now to the Next Meeting ⑮ Next Week's Check-In Meeting Check-In ... How to use (4 pag... Aims and decisions Ground rules and ... Strain and struggles Energy and insights 1/4 Set the meeting aim Ctrl+F / ⌘F : 2/4... → 2/4 2/4 Place your mood ↙ 3/4 Meeting aime.g. Share this week's problems early and decide 2 items in the main discussion Topic candidates (3 to 5)e.g. A Decide the launch date of the new featureB Decide who handles customer inquiriesC Decide the content of next month's study session How to place a face stampe.g. Place just one stamp in your color on ⑥. If unsure, the middle is fine Name Stamp color Today's role Person 1 e.g. Sato e.g. Red e.g. Facilitator Person 2 e.g. Suzuki e.g. Blue e.g. Note taker Person 3 e.g. Tanaka e.g. Green e.g. Attendee Person 4 Name: ____ Color: ____ e.g. Attendee e.g. The higher, the more energy; the lower, the less energy e.g. The further right, the busier; the further left, the more room Choose a position by how you feel now. There is no right answer e.g. Place only the stamp and skip the note e.g. Say "Pass" to hand over to the next person Do not ask why and do not chase it up later e.g. The whole check-in takes 5 minutes at most e.g. Each note is 30 seconds at most Anything more goes to after the meeting 縦軸: Energy (top =... e.g. Sato. Easy to hand new topics or help requests. Fine to give more speaking roles today. e.g. Suzuki. Full of drive but short on time. Keep topics short and ask before adding work. e.g. Tanaka. Feeling low in body or mind. Do not force them to speak; let them talk when ready. e.g. Nobody yet. If someone places here, first think about reducing their load today. e.g. Nobody is here today e.g. If someone is, something like "three deadlines overlap" Write only what you can share. Writing nothing is fine Reply with thanks rather than advice e.g. Tied up before the release e.g. Please keep meetings short this week Knowing what the busyness is helps you change how you ask Use it as a sign not to add to today's load e.g. Recovering from a cold and groggy e.g. Still thinking about last week's mistake With room to spare, look for ways to help If they want, move them later in the order Overall impressione.g. 2 of 3 are energetic. Only Suzuki is on the busy side, and Tanaka has less energy What changed since last weeke.g. One more person moved to the busy side than last week 3/4 Pick order and care → 4/4 4/4 Decide and assign 縦軸: Importance (t... e.g. C Next month's study session. Only pick the owner today; discuss the content next meeting. e.g. A Launch date of the new feature. Make it today's main topic. Keep it to 2 items or fewer. e.g. Decorating the meeting room (a side topic raised in the meeting). Skip today; discuss after the meeting. e.g. B Fine details of who handles inquiries. Hand it to someone with room and have them share only the result. Topic Speaker, time What to keep in mind 1st e.g. A Launch date e.g. Suzuki, 10 min e.g. Suzuki is busy, so start with the conclusion 2nd e.g. C Study session owner e.g. Sato, 5 min e.g. Choose the owner from volunteers 3rd e.g. B Who hands off inquiries e.g. Tanaka, 3 min e.g. Say first that a short answer is fine 4th Topic: ____ Speaker: ____ e.g. If time runs out, move it to next time Decision Owner Due date Check next time Topic 1 e.g. Launch on the 10th of next month e.g. Suzuki e.g. This Friday e.g. Is the announcement ready? Topic 2 e.g. Sato owns the study session e.g. Sato e.g. Next meeting e.g. 3 theme ideas Topic 3 e.g. Update the handoff table e.g. Tanaka e.g. This Wednesday e.g. Was the table shared? Topic 4 Decision: ____ Owner: ____ Due: __/__ Check: ____ End of meetingRead the decisions aloudConfirm the content of ⑬ together and add it to the task board. By the next dayOwners get startedWrite the first step as "do ..." and begin. Mid-weekSpeak up early if stuckIf you may be late, tell the facilitator and reset the due date. Start of next meetingCheck the resultsAfter the check-in, look at "Check next time" in ⑬. Next week's facilitatore.g. Suzuki (rotating every week)Facilitator: ____ What to changee.g. Shorten each note to 20 seconds What to keepe.g. The rule that "Pass" is always fine → 2/4 Place your mood ↙ 3/4 Pick order and care → 4/4 Decide and assign
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Task board contents

Discuss next meeting 16 items

Set the meeting aim
Place your mood
Pick order and care
Decide and assign
Draft aim and topics
Pick stamp colors
Write ground rules
Place face stamps
Write a short note
Sum up the mood
Sort the topics
Set speaking order
Write care notes
Log owners, dates
Check the flow
Pick next host

Mine this week 0 items

Awaiting review 0 items

Done 0 items

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