Holacracy Check-in and Closing Round Template

The Holacracy check-in and closing round are the bookends that frame every well-run circle meeting. They are not small talk. The check-in round helps each person name and set aside whatever is occupying them so they can be fully present, and the closing round gives the meeting a clean, reflective end. The defining rule is simple: one voice at a time, no cross-talk, no responses.

When to use it

Use these rounds to open and close any meeting, whether or not the rest of it is strictly Holacratic. Every tactical and governance meeting begins and ends this way, but the practice transfers cleanly to project syncs, retrospectives, and team meetings of any kind that benefit from presence and a tidy close.

Who attends

Everyone in the meeting takes part, three to fifteen people. A facilitator explains the format and holds the no-cross-talk rule, which is the entire discipline. A secretary is not required for the rounds themselves but captures any actions from the body of the meeting.

How to run it

The mechanics are deliberately plain. The facilitator states the rule first, because the instinct to respond is strong and breaking it dissolves the whole effect. In the check-in, go around the room and let each person say what has their attention, work or personal, without anyone reacting. That act of naming distractions is what frees people to focus. The meeting then moves into its work. At the end, the closing round goes around once more, with each person reflecting briefly on how the meeting went. Again, no one responds. The power is in the structure: equal airtime, no debate, and a moment of genuine presence at both ends. Protecting the no-response rule is the facilitator single most important job.

Facilitator tips

• State the no-cross-talk, no-response rule before the first round.
• Let silence sit; do not rush people through their turn.
• Model it yourself by not reacting to anyone check-in or closing.
• Keep it brief; rounds lose power when they sprawl.

Common mistakes

• Letting people respond to each other, which turns rounds into discussion.
• Skipping the check-in to save time and starting work distracted.
• Dropping the closing round, so the meeting just trails off.
• Treating the rounds as a formality rather than a presence practice.

Frame every meeting with presence. Run it in OrgTP and bring structured check-in and closing rounds to all your circle meetings.