The year I turned nine, my neighborhood friends developed an elaborate version of tag that sprawled across three apartment complexes. The territory was vast: cracked sidewalks threading between buildings, patches of dried grass perfect for ambushes, and at the center, our "base" – a sun-bleached playground with one squeaky swing. We'd sprint through the maze of buildings, hearts pounding, forming and breaking alliances, always knowing that base was there when we needed to catch our breath and rethink our strategy.

I can still hear the metallic creak of that swing, the whispered strategizing, the "three-two-one" countdown before we'd scatter again. That playground wasn't much, but it was sacred ground – the one place where chaos paused and clarity emerged.

Today, as I watch nonprofit teams navigate increasingly complex challenges, I'm reminded of that childhood game. Each morning's headlines bring fresh waves of dread and sometimes demand immediate attention. From shifting funding priorities to evolving community needs, from polarizing political discourse to rapid technological change—our teams are managing more complexity than ever before.

In this environment, the idea of establishing structured team rhythms might seem impossible. But just as that playground served as our vital home base, organizations need stable touchpoints to pause, realign, and move forward with purpose.

What is an Operating Rhythm?

An operating rhythm is a set of predictable practices that help teams stay aligned and adaptive—especially in times of uncertainty. Think of it as your organization's home base—a stable place to recalibrate, share information, get clarity, build trust, before charging back into action. Without that base, we'd just be running around frantically, hoping our messages get through.

At its worst, an operating rhythm imposes a rigid structure on a team simply because of an arbitrary date or timeline. At its best, an operating rhythm flexes with the seasonality of the work, adapting to meet the moment’s needs and empowering teams to stay aligned and responsive, no matter the external chaos.

How Operating Rhythms Drive Organizational Health

In both calm and chaos, we need rhythms to create clarity, connection, action, and impact.

Clarity:
Regular rhythms ensure everyone understands evolving priorities and direction. These touchpoints:

Surface and resolve confusion quickly
Maintain connection to broader purpose
Enable rapid, informed decisions

Connection:
Well-structured interactions build psychological safety and trust—especially crucial when navigating difficult conversations about social justice and equity:

Foster genuine collaboration across teams
Build mutual understanding and support
Strengthen relationships in virtual environments

Action:
Clear cadences help teams:

Move from reaction to intentional action
Distinguish between urgent and important work
Maintain focus on strategic priorities

Impact:
Building stability into how we work helps teams sustain energy and effectiveness:

Drive momentum on key initiatives
Enable better resource allocation
Build organizational resilience

Starting with One Core Practice

Looking at the whole operating rhythm and thinking about all the potential can be enough to kick-in a panic attack of overwhelm at where the heck to start. My most important advice in the realm is: start small. My suggestion is to tackle your weekly meeting. Whether you already have one that needs a refresh or you need to kickoff a new one here is a guide for going about it.

The Weekly Action Meeting: A Space for Real Progress

This 60-90 minute meeting helps teams move from reactive to responsive by creating space for real collaboration and clear decisions. Think of it as your team's weekly "home base" for solving problems together.

First: Assign These Roles

Facilitator: Guides flow, tracks time, ensures all voices heard (can rotate, doesn't need to be the leader)
Scribe: Captures actions and decisions in shared tool (You can also use a genAI transcription tool for this as long as you all review and agree on what the tasks were and you have clarity on what they actually mean).

Pro Tips

Use a shared doc/board everyone can see
Start/end on time
Focus on decisions, not updates
Park detailed discussions
Give it 4-6 weeks to settle in

1. Check-in Round (10 min)
What: Each person answers same question
Why: Builds safety, shares airtime, warms people up to interactions
How: Mix up questions weekly:

Fun: "What's your go-to karaoke song?"
Personal: "What energized you this week?"
Light reflection: "What's one thing you learned lately?"

2. Metrics Review (5 min)
What: Quick look at key numbers and priorities
Why: Keeps team focused on what matters
How: Share dashboard, note changes, identify concerns

3. Build the List (10 min)
What: Create the meeting agenda together
Why: Ensures we tackle what's most important
How: Each person adds 1-2 topics needing team input

State topic in one sentence and what you’re hoping to gain from conversation.
Priority order by urgency/impact

4. Process the List (45 min)
What: Work through topics systematically
Why: Makes real progress on key issues
How: For each topic:

Presenter gives context (2 min)
Team asks questions
Generate solutions
Capture clear next steps

5. Closing Round (5 min)
What: Share key takeaways and commitments
Why: Ensures alignment and accountability
How: Each person states:

What the team did well during the meeting and what could improve next time.
Their next action(s), if any.

Remember: This meeting isn't about status reports—it's about solving problems together. The structure might feel rigid at first but actually creates more space for real collaboration. Like any new practice, it takes time to find its rhythm. Start simple, be consistent, and adjust based on what works for your team.

Tools You Might Use:

Shared doc (Google Docs, Microsoft Word)
Task board (Trello, Asana)
Timer (phone or online)
Virtual meeting platform (Zoom, Teams)
Transcription and summary tools (Otter.Ai, Zoom AI, etc.)

Building Your Rhythm

Start small:

Choose one consistent touchpoint
Keep the format simple but structured
Maintain the schedule, even during chaos
Gather feedback and adapt as needed

Common pitfalls to avoid:

Overcomplicating the format
Scheduling too many touchpoints
Letting urgent issues derail the structure
Failing to assign clear roles

The Path Forward

Back on that sun-bleached playground, we didn't realize we were learning about the power of stable touchpoints in chaotic environments. We just knew that having a reliable base made the game work better—made us braver, more strategic, more connected.

The challenges facing social impact organizations today can make it feel like the wrong time to focus on structure. But it's precisely in these moments of rapid change that thoughtful operating rhythms become most valuable. They're not just meetings—they're the foundation of organizational resilience and sustained impact.

Your rhythm isn't about control—it's about creating stable spaces that enable responsive, connected leadership. When everything feels chaotic, these predictable touchpoints become anchors, helping your team maintain direction and sustain energy for the long haul.

So find your base. Create your rhythm. And watch how that stability enables your team to navigate chaos with greater purpose and impact.

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Team Operating Rhythms: Building Stability in Uncertain Times