The UM team should have regular meetings, eg, every week, every two weeks, once a month. The aim is to meet as often as is needed to keep project momentum. The team leader would determine an appropriate frequency. Meetings should be conducted in a productive way, with established agendas, project leaders giving updates, time for brainstorming, and time dedicated to working out project details.
Due to the nature of UM projects, it's often the case that more time is actually needed than initially anticipated in order to work out all the details surrounding a change. Since the laboratory is so integral to medicine it's essential that the team ponder the details from every angle.