Executive

Meeting Templates

The ultimate pack of customer success meeting agenda templates

Executive
Monthly Management Meeting
Template by
Hugo
at
Hugo
Review Metrics/KPIs

Review Metrics/KPIs

Track progress on metrics, goals vs. actual. Where are we off from the plan? Why?


Company Update

Share key updates and provide a “State of the Union.”

Department/Team Lead Roundtable

Keep everyone up to date, look for efficiencies, and help each other get unblocked.

Name

Recent wins


Current priorities


Anything you are stuck on?


Name

Recent wins


Current priorities


Anything you are stuck on?


Professional Development (Optional)

Improve your long-term business results through an interactive learning or team-building experience.

Problem-Solving Session

Chose one challenge or area of priority.

  • Presentation on the challenge
  • Open discussion to better understand the challenge and find solutions
  • Assign next steps

Next Steps

  • @name Task by DUE-DATE

--

Executive
Team
Quarterly Budget Planning Meeting
Template by
Hugo
at
Hugo
Budget Planning: Quick Review

Quick Review

Summarize all notable events since the last retrospective. Share updates on initiatives, key metrics, and anecdotes. Compare the current timeline and deliverables with what was originally planned.

Positive Highlights

What went well? Were any special milestones accomplished? Let each team member contribute.

Reflect on Roadblocks

What went wrong? Did any unforeseen obstacles arise? Identify the root cause of each one. Allow each team member to contribute. And remember, this isn't a blame game—focus on continuous improvement.

Room for Improvement

What were the main lessons from the roadblocks discussed? How can we solve each issue and improve?

Other Important Feedback

Summarize any other valuable discussion points. It does not have to be directly related to the retrospective's main topic.

Main Takeaways

What were the main insights from this retrospective meeting? Include critical decisions, plans, and any opportunities or concerns that should be shared with key stakeholders.

Executive
Level 10 Meeting
Template by
Hugo
at
Hugo
Segue

Segue

Scorecard

Rock Review

Customer/Employee Headlines

To-do List

IDS

Conclude

Executive
Executive Staff Meeting
Template by
Hugo
at
Hugo
Share Positive Developments

1. Share positive developments (personal or professional)

Encourage attendees to share some recent personal or professional development that has made them happy or proud.

2. Check in on follow-up items

Discuss action items from last executive staff meeting, and other key follow-up items.

  • Were action items handled?
  • Is more follow-up required?

3. Discuss upcoming developments

Make sure team members are all on the same page in terms of upcoming project milestones, deadlines, and other key events.

  • What should our upcoming goals for the project be?
  • How can we successfully achieve those goals?
  • Are there other items we need to discuss?

4. Review action items and define ownership

Clearly list the tasks that require action, and assign each task to a specific team member. Provide a timeline for each task's completion.

5. Ask for feedback

Determine how effective the meeting was at accomplishing its stated objectives. Ask for constructive feedback and/or suggestions on how to improve.

Executive
Human Resources
All-Hands Meeting
Template by
Hugo
at
Hugo
Company Vision

Company Vision

  • Start every all hands by reiterating the company vision — where we are at, what we believe, and where we are going.

Key Metrics

  • Look at high-level metrics and explain what they mean in the context of the business and the broader market in general.

Customer/employee updates

  • Invite leads from teams/departments to provide brief updates. Focus on high-level ideas and customer anecdotes.
  • Make an effort to include new learnings — what has gone well, what hasn’t, and how that changes things.

Deep dive (Important topics & large-scale changes)

  • Optional agenda item for occasionally drilling deep into something that is happening at the company. Examples include changes in strategy, positioning, and hiring/restructuring.

AMA (Ask me anything)

  • Leave time at the end of the meeting to answer employee questions.

Appreciation reward

  • Many companies like to honor teams or individuals during their All Hands. Often these awards are peer-nominated and do not come from the executive team.
Executive
Formal Board Meeting Minutes
Template by
Hugo
at
Hugo
Call to Order

Call to Order

A [meeting type] meeting of [organization name] was held on [date] at [location]. It began at [time] and was presided over by [chairperson’s name], with [secretary’s name] as secretary.

Attendance 

Voting members


Guests


Members not in attendance


Approval of minutes

A motion to approve the minutes of the previous [date] meeting was made by [name] and seconded by [name].

Officer’s Reports


Other Reports


Main Motions

  • Motion by [name] and seconded by [name] that [state the motion here]. The motion [carried or failed] with [#] in favor and [#] against.

Announcements


Adjournment

Human Resources
Executive
Introductory Team Meeting
Template by
Hugo
at
Hugo
Ice breaker - Start the meeting with something fun

Ice breaker  

  • Start the meeting with something fun and light to get everyone energized and alert.

Team Work  

  • Discuss roles, why you have introductory team meetings and how you can work together as a team.  

Ways of Communicating as a Team  

  • State your preferred methods of communication with the team among team members.

Expectations and Career Ambitions

  • Let the team members know what you expect from them as individuals and as a team.
  • Make an effort to dig deep into each team member's career plans.

Questions and Feedback  

  • Always leave time for team members to ask questions and leave feedback
Executive
Product
Vision Meeting
Template by
Hugo
at
Hugo
Vision Meeting Welcome

Welcome

  • Start the meeting with a brief discussion on the objective of the meeting, expectations, and the result.

Understanding Vision Statements  

  • Discuss what a vision statement is and why it's important for your company to have one.
  • Talk through what are great examples of vision statements, what works, and what doesn't.

Individual Brainstorming  

  • Give attendees time and space for brainstorming on the future they want to create.  
  • Go around the room and have each person share one idea, word, or phrase that they think would help the company achieve its vision.  

Review Vision Themes  

  • Share and narrow down ideas.
  • Review all ideas and identify any common themes.  

Prioritize Concepts  

  • By now, you should have a list of themes that you can start prioritizing. Start by discussing which themes are most important to the company's vision. Then, rank the concepts in order of importance.  

Draft Options  

  • This is where you'll begin fleshing out how the company can achieve its vision. Brainstorm a few different options and then discuss them as a group.  

Closing and Next Steps

  • End the meeting by discussing the next steps.  
  • Assign tasks to individuals or teams and set a deadline for completion.  
  • Close the meeting with a summary of what was discussed.
Human Resources
Executive
Employee Engagement Meeting
Template by
Hugo
at
Hugo
Employee Engagement Meeting Goals

Goals

Discussing individual goals is always a good place to start. Ask your employee what they want to achieve and discuss the progress of their goals since the last engagement meeting. Once you analyze the progress on existing goals, plan for any new goals.

Questions to ask include:

  • What are some long-term goals we agreed to?
  • What's the progress since our last conversation?
  • What are some upcoming goals we need to discuss?

Obstacles

Create opportunities to talk about challenges standing in the way of their success or preventing them from accomplishing their goals, including lack of resources and an unproductive work environment.

Questions to ask:

  • What are the roadblocks hindering your success?
  • Are there challenges getting in your way?
  • What can you do to overcome the obstacles?
  • How can I help you overcome these challenges?

Opportunities

Discuss the future. What learning or development plans do they have, and where do they want to be from their current position? Include discussions about employee growth, development, and learning opportunities. Including opportunities in the template will help know what motivates each employee and support them with planning.

Questions to ask:

  • What recent accomplishments make you feel proud?
  • Do you think you are moving toward the place you want to be?
  • How can we make this your perfect job?

Decisions

Work together and plan for the next steps to ensure they are performing, growing toward where they want to be, and getting the support they may need for the job.  Discuss what should be accomplished before the next engagement meeting.

Questions to ask:

  • What actions should we both take before the next meeting?
  • What other significant decisions are we making today?

It's okay if you don't get to cover all the four elements in every meeting, but if your engagement meetings regularly include discussion points around these template pillars, the conversations will be impactful.

Team
Contributed
Executive
Senior Leadership Team Meeting
Template by
Drift
David Cancel
CEO
at
Drift
David Cancel
Engine Dashboard Overview

Engine Dashboard Overview

Have each functional team (sales, marketing, product, etc.) prepare and give an overview of how they're running.

Include:

  • Goal’s and how they're tracking
  • Update on sub-processes
  • Key wins, losses, opportunities, concerns
  • What we're focused on

Observations and Learnings

  • Customer anecdotes 
  • Feedback
  • Other

CTAs / Asks

  • What does each functional team need from the rest of the leadership team
  • Follow-ups and actions (all actions need a directly responsible team member and a due date)
Team
Contributed
Executive
Weekly Manager Meeting
Template by
Rising Tide Brewing Company
Kailey Partin
Director of Branding & Hospitality
at
Rising Tide Brewing Company
Kailey Partin
Hi all!

Hi All!

How is everyone doing this week? What is everyone's headspace?

  • Manager #1
  • Manager #2
  • Manager #3

Last week's highs

Share some highlights from last week that lifted your spirits:

  • Manager #1
  • Manager #2
  • Manager #3

Last week's lows

Share some moments from last week that were tough:

  • Manager #1
  • Manager #2
  • Manager #3

General update

Report on any general updates within your teams. 


Last week’s goals

How did you perform against last week’s goals?


This week’s goals

Set some goals for this upcoming week.


Last week’s tasks

How did you and your team progress on outstanding tasks and projects?


This weeks’ tasks

What’s on your list this week?


Anything else to note or share?

Include any other items to discuss here.


Reminders

Include reminders to come back to in future meetings.


Executive
Executive Strategy Session
Template by
Hugo
at
Hugo
Welcome/Overview of the Day
Note: Video response is a Hugo feature, and not available on the Word and Google Doc versions of this agenda template.

---

Welcome/Overview of the Day

Measuring success/KPIs


Setting the stage

  • Where are we right now as an organization?
  • What do we do well?
  • ---Where have we found success in the past?
  • ---What are our competitive advantages?
  • What can we improve?
  • What would we like to see?

Review Vision, Mission, and purpose

  • Where are we going? Is this still our vision?
  • Is this still our mission? What does winning look like?
  • Is this still our purpose?

Where are we going?

  • Why do we exist?
  • Who is the customer we serve?
  • Where are we going?
  • How are we going to get there?
  • Strategy Priorities
  • Why change?

What do we need to focus on to achieve our vision?


Action planning for the strategic priorities

  • What is the most important priority moving forward?
  • Risk identification - What is going to stand in our way

Next Steps/Action Steps

  • @name Task by DUE-DATE
Executive
Start-up Board Meeting
Template by
Hugo
at
Hugo
Big Picture

Big Picture

  • CEO Update
  • Highlights
  • High-level Challenges
  • Company Needs

Calibration

Tell the story of the company using the fewest number of metrics/charts to properly frame the current status.

Financial metrics

Financial performance & forecast (quarterly)

  • Quarterly P&L
  • Monthly waterfalls (revenue, burn, cash balance, headcount)
  • Performance vs. Plan

Funnel metrics

  • Website Visits
  • Leads
  • Conversions
  • Conversion Rate

Product engagement metrics

  • Signups
  • Downloads
  • Activations
  • Engagement
  • Retention
  • NPS

Company Building & Updates

Org Chart 

  • Forward-looking - show current team and positions to be filled w/in 6 mo.

Product/Engineering

  • Product Roadmap
  • ---Major launches & achievements since last meeting
  • ---Roadmap next 6 mo. (where is company heading)
  • Major Challenges (where is help needed?)

Growth/Marketing

  • Performance against KPIs
  • Positioning
  • Brand
  • Messaging
  • PR

Sales/BD

  • Performance against KPIs
  • Sales pipeline & forecast
  • Major challenges (where is help needed?)

Operations (if appropriate)

  • Performance against KPIs
  • Major challenges (where is help needed?)

Working Sessions

Session One

  • Deep dive into a functional area, partnership opportunity or business challenge
Session Two
  • Deep dive into quarterly goals or product challenges

Closed Session

  • Feedback to founders
  • Formalities
  • Stock option grants
Executive
Executive Weekly Team Meeting
Template by
Hugo
at
Hugo
Review Metrics/KPIs

Review Metrics/KPIs

Track progress on metrics, goals vs. actual. Where are we off from the plan? Why?


Insights

  • What’s going on in the company?
  • What’s going on with the customers?
  • What’s going on in the market?

Roundtable

Keep everyone up to date, look for efficiencies, and help each other get unblocked.

Name

  • Recent wins
  • Current priorities
  • Anything you are stuck on?

Name

  • Recent wins
  • Current priorities
  • Anything you are stuck on?

Deep dive

Before the meeting, select a project or area of the business to do a deep dive into. Have someone give a presentation on that area.

Messages to share with the team

Is there anything to be communicated to the entire company?


Next Steps

  • @name Task by DUE-DATE
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Free meeting templates for leaders and executives

The goal of leadership meetings is to make decisions about the business, utilizing its most savvy and strategically-minded talent to set the vision, strategy, and path toward execution.

Yet, research indicates that few companies utilize executive time in a disciplined way. Managers overspend time on issues that have little impact on company success.

So while the free executive meeting agenda templates on this page provide frameworks for many common types of leadership meetings, as you fill the agendas in, consider the topics you are adding. Address only high-value topics and try to delegate lower-level problems to lesser organizational levels. Be judicious with your executive team and the time they spend together. Make sure every agenda item reflects a priority for your business.

Ideal Executive Meeting Team Size

For best results in each meeting, consider the size of the group. As group sizes increase, often so does the duration of the meeting and its relative cost to the organization.

Is everyone's contribution required at every meeting? You want to avoid unproductive meetings by involving too many people. So, who participates in executive sessions?

The purpose of a meeting often will help determine who should attend. Some meetings are best capped at a certain level of seniority, such as a weekly meeting where department heads coordinate on large issues that may cross their various departments.

Others leadership meetings require specific knowledge, requiring some departments to be present, but not others. A product planning meeting will need leaders from the product and developer side of an organization, but leaders from marketing and sales may better be involved before and after the meeting for feedback (but not during).

Keep Agenda-Setting Focused and Disciplined

Many leadership meetings either have exactly the same agenda every recurring meeting (weekly, monthly, etc), or an agenda that is totally ad hoc. Both are problematic.

When you focus on the most relevant matters, the agenda is going to change from meeting to meeting. Sure, the format may remain the same, but the individual topics will range across all of the important issues that need to be addressed. If you're continually discussing the same topic, you're not an effective leadership team because you're failing to make a decision that sticks.

The purpose of any agenda item for your leadership meeting should be either:

  • Making decisions
  • Bringing up and solving problems
  • Aligning cross-functionally across departments

If it doesn't fit into one of these areas, such as giving a simple status update, a meeting may not be the best place to share this information or have this type of conversation. Share status updates in advance of the meeting so that the group can stay focused on issues and challenges that require conversations—the one thing you can only do in a meeting and no where else.

Deal with Operations and Strategy Separately

Strategic and operational issues require different modes of thinking. These are best kept separate, either in separate meetings, or in separate discussions at least. If you find a discussion is blurring the lines between strategy and tactics, call it out to the group and ask which is being discussed. This will help make it clear to the group what issue is actually on the table. Speaking of which...

Put Real Choices On The Table

If your leadership team struggles with long meetings, it can be helpful to focus on the decision-making part of the discussion. After a brief analysis, encourage members of the group to start to lay out real solutions. Give concrete examples. Propose a specific course of action.

People can debate theories for countless hours. But by keeping the meeting rooted in tangible ideas, you make it easier to discuss and decide.

Great leaders meet better. Learn how.

As a manager or leader, you don’t just set the meeting agenda for high-level meetings. You set the tone, tempo, and expectations.

So in addition to the executive meeting agenda templates you can download on this page, we’ve compiled several resources to help you run better meetings. Those resources are contained in the sections that follow, where you'll find:

  1. Meeting secrets from executives like Reed Hastings (Netflix CEO) and Oprah Winfrey (OWN CEO).
  2. How to run a meeting as an executive, plus common one-on-one meeting mistakes to avoid.
  3. Previews of our collection of agenda examples.
  4. Frequently asked questions about leadership and management meetings.

Meeting secrets from 5 top executives

If there's one overarching takeaway from the top executives' approaches to meetings that we studied, it's that there's no single, best approach.

In the section below, pick up a few nuggets of meeting wisdom from Facebook, Disney, Twitter, OWN, and Netflix executives.

Sharyl Sandberg

  • Start all meetings with each attendee getting a chance to discuss their emotional and professional state.
  • Set a clear goal for every meeting, i.e. to make a decision or have a discussion.
  • End meetings early if all items are completed, which should happen often.

Ed Catmull

  • The leader’s primary role is to "reduce blocks to candor."
  • Reduce the fear meeting attendees may feel in anticipation of being wrong, offending someone, or triggering retaliation.
  • Encourage exploration of myriad trains of thought, in an additive (not competitive) manner.

Oprah Winfrey, OWN CEO

  • Kick off each meeting with three questions: What is our intention for this meeting? What's important? And what matters?
  • Minimize time in meetings.
  • If it can be done through an email, don't hold a meeting.

Jack Dorsey, Twitter and Square CEO

  • Dedicate each day of the week to a different area of focus, i.e. Mondays for leadership meetings, Tuesdays for product meetings, etc.
  • Build repetition into your schedule.

Reed Hastings, Netflix CEO

  • End each meeting with this question: “Have we made any decisions today, and if so, how are we going to communicate them?”
  • For senior management meetings, board members may occasionally observe, but not participate.
  • Prioritize memos over presentations for board communications with directors.

Management Meetings: Frequently Asked Questions

How Do You Structure a Management Meeting?

Here’s the agenda we’d recommend you use to structure your management meeting:

  • Review Metrics/KPIs - Start with high-level data to keep the pulse on your organization. How are these key metrics tracking?
  • Company Update - Any major topics work spending time on with this important group? What issues are impacting employees the most?
  • Department/Team Lead Roundtable - Have team leads give a quick overview related to recent wins, current priorities, and anywhere they are stuck or need help
  • Problem-Solving Session - Choose one major challenge or opportunity that aligns with your priorities. Give an overview and ask your team for insight on how to improve performance for the business
  • Next Steps - Always leave a spot on your agenda for next steps as a reminder to document and assign all tasks from the meeting

What Should a Manager Say in a First Meeting?

In the first meeting with their new team, a manager should—above all—get to know her team. Other important things to cover are:

  1. Icebreakers
  2. Setting Team Expectations
  3. Feedback (for you as a new manager)

What Do You Talk About in a Leadership Meeting?

In leadership meetings, the top management team meets to make strategic decisions about how to approach the most important opportunities and problems the company faces. If the decision can’t be made during the leadership meeting, the team discusses when and how they’ll reach a decision and who must be involved in granting final approval.


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