This is the template that I have used for several years—I have scrubbed it and made it generic for this post:
XYZ’S WEEKLY STAFF MEETINGS [w/ DIRECT REPORTS]
Why weekly?
- Want firsthand update on the business
- Business conditions warrant it
- Assure alignment
- Share what’s going on so you can do your job and gain full executive communication
Attendance required; on time; no substitution without prior XYZ approval
Weekly, Monday @ 10:00 a.m. to noon; can/will be extended as needed
Agenda
- Suggested items and requested time needed to ABC (Finance guy or CFO) by Wednesday preceding the meeting… indicate if significant action/decision desired at meeting
- Agenda reviewed by XYZ and issued by Thursday
Confidentiality
- No gossip
- Reinforce with your assistants and others
Decision process
- Consensus—all views heard
- Final decision by XYZ as needed
Behavior
- Pay attention; no sidebar conversations or secondary tasks… really listen
- Stick to subject
- Openness
- Pre-work; prepared when/as needed
- Jokes, fun—OK
Once-around-the-table-process
- Limited to three (3) minutes each—no borrowing
- Items requiring more time to be on agenda
Focus: Discuss our financial performance v. plan, sales results, and the big “move-the-needle” projects/plans for the business.
Other: Weekly 8 ½” x 11” on key events/issues [from non-direct reports]. Everything must be “actionable.” Set and monitor quarterly priorities [feedback].