A sample staff meeting template w/ protocols, purpose, etc.

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].

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