Marketing

Meeting Templates

The ultimate pack of customer success meeting agenda templates

Marketing
Weekly Marketing Meeting
Template by
Hugo
at
Hugo
Celebrate wins

Celebrate wins

  • What are victories we can celebrate, big and small?

Goals & metrics to review

  • Put all relevant metrics in the agenda here, or add links to reports/dashboards

Roundtable - Recap last week

  • Each person briefly runs through bullet points of what happened

Priorities for next week

  • Discuss and agree on priorities for next week
  • All priorities should have a DRI (directly responsible individual)
  • Note any decisions that need to be made
  • Are there any opportunities to test our marketing hypotheses or optimize our digital experiences?

Where are we stuck/blocked?

  • How can the team help unblock each other so we can sustain a high velocity?
  • Are any priorities blocked or dependent on other work being completed?

Action Items

  • @name Task by DUE-DATE
Marketing
Marketing PR Meeting
Template by
Hugo
at
Hugo
What's New

What’s New

Share any new developments with the business/product that the PR team may not be aware of.


News Pipeline & Media Relations

Coverage


Pending


Content

Live


Pending


Events & Awards

In Consideration


Submitted


Next Steps

  • @name Task by DUE-DATE
Team
Contributed
Design
Marketing
Brainstorming Session
Template by
Shopify
Courtney Symons
Lead Writer
at
Shopify
Courtney Symons
Preparation

Preparation

Attendees

  • Invite stakeholders that are representatives from each discipline that is relevant (design, product, engineering, etc)
  • Assign a facilitator that is neutral to act as the scribe and decision-maker

Space 

  • Choose a spot that the team doesn’t regularly use for meetings. Be sure to have a big blank wall where you can place post-it notes from your brainstorming session

Time

  • Consider one hour for a micro-session, three to four hours for a medium-sized discussion, and a full day for a larger project

To bring

(if this is a virtual meeting try to use online tools to mimic the post-it notes)

  • Chart paper
  • Post-it notes
  • Dot stickers
  • Pens

Brainstorming Session

Break the Ice

Tell me a story about… What did you want to be when you were younger... Where do you want to go on holiday and why? etc. 

To make sure your session remains focused, you should begin with a question. What specifically are you trying to solve?

  1. How can we get people to perform X specific action?
  2. What would lead to increased conversion on X client’s site?
  3. How can we achieve X result?

Establish rules for the session

  • No idea is stupid
  • Postpone criticism. Feel free to ask clarification questions, but wait until the team decides whether to dig into that particular idea to provide any constructive feedback
  • Don't focus on the solution in the early stages of the brainstorm — just focus on the problem
  • You don’t need to raise your hand to speak, but make sure you’re not cutting anyone off
  • No phones or laptops

Brainstorm

A great way to encourage everyone to speak up and to mitigate groupthink is to begin with silence: a solo brainstorm where each individual writes down all of their ideas on post-it notes. This should only last a few minutes. Be sure to use a timer to make sure you stay on track. As people are jotting down their ideas, the facilitator can begin to collect those post-its and start grouping them into themes and concepts onto the whiteboard or blank wall.

Voting

After the initial brainstorming session, it’s often useful to have small, circular colored stickers so that people can vote on their preferred ideas. Consider giving each person a maximum of two stickers (or “votes”) per brainstorming sprint, and dole them out accordingly.

Summarize

The facilitator should paraphrase and synthesize as many of the points as possible to make sure everyone is following.

Prioritize

When the top ideas have been voted upon, it’s time to decide how to take action. Here are two questions the group should determine before leaving the room:

  • What is our deadline? This will vary greatly depending on the scope of the project. It could range from next week to the end of the year. Make sure you choose an ambitious, but achievable, timeframe
  • Who will own this? It could be that the Project Manager will take ownership of each of these line items, but cross-collaboration between teams means there could be multiple stakeholders for each item
Marketing
Lead Management Meeting
Template by
LawAdvisor
Luke Evans
Director, Client Services
at
LawAdvisor
Luke Evans
Purpose

Purpose

What is the reason for this meeting?

Why

Why did this lead reach out to us?

Objective

What do you hope to accomplish with this time?

Pre-meeting notes

Include necessary context and background information

Post-meeting notes

Document any learnings or action items from the meeting

Featured
Design
Marketing
Creative Brainstorming
Template by
Hugo
at
Hugo
Step-by-step process to run a creative brainstorming session

Overview & Objective

State your project’s audience and objective in a clear and focused way.


State the Ground Rules

Brainstorming is a place and time where anything goes. Rules:

  • All ideas are welcome. Negativity is not.
  • Build on ideas. Don't shoot them down.
  • Do not censor yourself. Just say it.
  • Encourage participation from everyone
  • No interruptions from outside.

First Half: Brainstorm

Start sharing ideas. Note them somewhere where everyone can see (whether that be a poster, whiteboard, or in your Hugo meeting notes in the highlighted area below). To keep your creative juices flowing you may also want to provide toys, coloring books, magazines, doodling pads etc.

Halftime: Refine

Stop and take a vote on each idea. Thumbs up or down. Toss the ideas that lack support.

Improve on the Best Ideas

Look at the best ideas from halftime. Ask if there are ways to improve them, or come up with ideas that are similar.

Brainstorm Round Two

Once you’ve covered each of the good ideas, generate more new ideas just as you did at the beginning of the session.

Brainstorm


Next Steps

  • @name Task by DUE-DATE
Marketing
Ad Campaign Ideas Brainstorm
Template by
Hugo
at
Hugo
Overview & Objective

Overview & Objective

State your campaign’s objective in a clear and focused way, e.g. What are some creative ways we can get customer success teams to try out Hugo.


State the Ground Rules

Brainstorming is a place and time where anything goes. Rules:

  • All ideas are welcome. Negativity is not.
  • Build on ideas. Don't shoot them down.
  • Do not censor yourself. Just say it.
  • Encourage participation from everyone
  • No interruptions from outside.

First Half: Brainstorm

Start sharing ideas. Note them somewhere where everyone can see (whether that be a poster, whiteboard, or in your Hugo meeting notes in the highlighted area below). To keep your creative juices flowing you may also want to provide toys, coloring books, magazines, doodling pads etc.

Halftime: Refine

Stop and take a vote on each idea. Thumbs up or down. Toss the ideas that lack support.

Improve on the Best Ideas

Look at the best ideas from halftime. Ask if there are ways to improve them, or come up with ideas that are similar.

Brainstorm Round Two

Once you’ve covered each of the good ideas, generate more new ideas just as you did at the beginning of the session.

Brainstorm


Next Steps

  • @name Task by DUE-DATE
Contributed
Marketing
Product
Product Marketing Brief
Template by
Shopify
Delyn Simons
Director of Product Marketing
at
Shopify
Delyn Simons
Product Overview

Product Overview


Target Audience

  • Specific, animate detail about who we’re talking to and they’re state of mind related to the product launching

Core Benefits

  • List each one using bullet points for easy reference

Marketing Strategy

Key Audience

Core Message

Not copy, but the primary message you want all channels to convey.

Value Proposition

Value Prop #1:

  • What are we selling?

Value Prop #2

  • What makes it valuable?

Value Prop #3

  • What is the positive impact?

Secondary message

  • Use sparingly. Try to keep your messaging single minded.

Notes

  • Key things to be aware of.

Channel Plan

  • Channel | Tactic | Owner | Due date
    e.g. Email Marketing | Create a series of emails for the product launch to send to priority customer accounts | Josh | March 20

Success Metrics

  • [Project name], led by [marketing champion name] aims to increase [primary metric] from X per week to Y per week within Z weeks or by [date].

For example:

  • Awareness (increase site traffic to XX page reviews)
  • Acquisition: (increase installations by XX)
  • Activation ( increase % of referrals)

Key Dates

Projected launch date:

Comms launch date:  


Key Insights & Data

Summary

Data

Any relevant charts or data


Marketing
Content Planning Meeting
Template by
Hugo
at
Hugo
Theme

Theme

What topics do we need to cover now? What key themes are important?

  • Review recent success stories with your customers
  • Look at trends happening in the industry
  • Where are the current content gaps?

Brainstorming

Open discussion. There are no wrong answers. 

  • List ideas here

Deciding priority

Decide what ideas to move forward with. What projects should have priority.

  • Paste all projects that you’ve decided to move forward with here

Scheduling

Return to the above list, adding who will be responsible and when. Assign and send tasks to your project management software, or use @-mentions and manually note due dates.

Contributed
Marketing
Content Check-In
Template by
Crystal
Kira Gavalakis
Content Writer
at
Crystal
Kira Gavalakis
Updates 🔖

Updates 🔖

Where have we made progress since we last chatted?

Next Steps 🐾

What action items should we focus on next?

Questions 🙋‍♀️

Any questions or discussion topics to dig into?

Comments 🎉

Additional comments or notes to call out?

Product
Marketing
Design
Project Kick-Off Meeting
Template by
Hugo
at
Hugo
Project Name:

Project Name:

Timeline:

Helpful Links:

What are the goals of this project?

  • Review or decide on project goals. 
  • Goals should be SMART (Specific, Measurable, Achievable, Realistic, Timely)

Audience & Value Proposition

Quick reminder of who the target audience is for the project and what the core value proposition is

Major tasks and timeline

  • Make sure every part of the project has an owner and timeline

Decisions that need to be made

  • What decisions need to be made? (Name)
  • List topics for discussion/decision here, specifically noting what needs to be decided

Next Steps

  • @name Task by DUE-DATE
Marketing
Marketing Campaign Planning
Template by
Hugo
at
Hugo
Campaign Name:

Campaign Name:

Timeline:

Helpful Links:

--

What are the goals of this campaign?

  • Decide on campaign goals. 
  • Goals should be SMART (Specific, Measurable, Achievable, Realistic, Timely)

Audience & value proposition

  • Who is the target audience?
  • What is the value proposition?

Decisions that need to be made

  • What decisions need to be made? (Name)
  • List topics for discussion/decision here, specifically noting what needs to be decided

Coordination

  • Set the overall timeline

Next Steps

  • @name Task by DUE-DATE
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Downloadable meeting agenda templates for every marketing meeting

Marketing meeting agenda templates

Running a marketing meeting can feel daunting, especially if it’s your first time or if past marketing meetings haven’t gone as planned.

Fortunately, a little preparation goes a long way to help things go smoothly. Let’s go over some basics for getting started.

Marketing Meeting Fundamentals: Have A Purpose and An Agenda

Before putting a marketing meeting on a calendar, it’s important to determine the specific purpose of the meeting. Are you brainstorming ad campaign ideas? Planning content? Reporting on progress and important news? Kicking off a new campaign?

Or is this a recurring weekly or monthly team meeting meant to keep everyone in sync and aligned across all the marketing efforts within the company?

Knowing the purpose of your marketing meeting sets you up for success. With it, you can set expectations. You’ll also know whether the meeting veers off-topic and away from your goals. A clear goal helps you determine who does and doesn’t need to attend the meeting. Lastly, it determines which agenda template below is right for you.

Why Download A Free Marketing Meeting Template

Use these free marketing meeting templates on this page to keep your meetings on-task and on-time.

As a best practice, take your template and fill your meeting agenda out, then share it with attendees in advance.

Allow attendees to respond with any changes they feel are needed to the meeting agenda. During the meeting, use the agenda to make sure nothing gets overlooked. You can also use it to take notes and document action items at the end of the meeting.

Looking for more detailed instructions for using marketing meeting templates? You’ve come to the right place.

How To Use Our Free Marketing Meeting Templates

Below, you’ll find some free marketing meeting agenda templates that you can download as a Word doc or copy as a Google doc. Simply click “Use template” on the one you want to use. Then, scroll down on the template page. You’ll see options to download for Word, open as a Google Doc, or use the meeting agenda template in Hugo.

Once you’ve downloaded or copied the template you can use it as is or customize it to meet your specific needs. Here are some tips for making the most of these free templates:

  • Select the agenda that most closely matches your meeting purpose. There are multiple options, so review them all and pick the best one. Don’t worry if none of the options are perfect—all of our free marketing meeting templates are completely customizable.
  • Start at the top of the agenda. Fill in the objective, theme, goals, purpose, or overview first so you have a clear direction.
  • Scan the rest of the template, filling in any obvious pieces of information you already have.
  • Look at the empty spaces. Are they empty because you are missing information, or is this section unrelated to your meeting purpose? If it’s unnecessary, simply delete the section. If you need more information, use the prompts in the template to guide you.
  • Consider what’s missing. Is there important information that doesn’t fit cleanly in a section of the free agenda? Simply add in your own section. You can copy-paste an existing one to keep the formatting.
  • Ideally, create an agenda well in advance of the meeting, and share it when the meeting is scheduled. This way, you can share it with attendees ahead of time and ask for feedback on whether anything is missing or can be scratched off.
  • In the meeting, move through the agenda from top to bottom. Assign a time-keeper if you’re unsure you can keep time while running things. Encourage participation from everyone present, and make sure everyone knows what the next steps are before leaving the room.

After a few marketing meetings, creating and moving through an agenda will be a snap.

Anatomy of a Marketing Meeting Agenda Template

Many of the templates on this page share certain common agenda topics of sections. Here are some that you may want to pick and choose from when building out your own marketing meeting agenda template:

  • Date/Time
  • Dial-In Phone Number / Virtual Meeting Link
  • Address / Conference Room
  • Attendees List
  • Introductions
  • Celebrate Wins
  • Data or Metrics Review
  • Press Relations Media Review
  • Discussion Topics
  • Project Updates
  • Brainstorm
  • Next Steps / Action Items / Tasks
  • Date / Time of Next Meeting

Running a Marketing Meeting FAQ

Understandably, many people have questions about how to run marketing meetings as well as possible. As with all kinds of team meetings, nobody wants a marketing team meeting to be a waste of time. We want every meeting to be a productive meeting—the kind employees look forward to.

Here are some frequently asked questions about marketing meetings and their agendas, and our answers:

Q: Who should I invite to the marketing team meeting?

As a general rule, the only attendees in a meeting should be people who need to be there to achieve the meeting’s goal. Anyone else in attendance could be completing more important work.

When deciding who to invite, start with the meeting purpose and consider who needs to be in the room to achieve that goal. If you’re working from a list of potential attendees, cross off anyone who can get everything they need to know from a copy of the meeting notes afterward.

Q: How do I schedule a marketing meeting?

Once you have a list of attendees, use your organization’s calendar and scheduling tools to send a meeting invite. If you’re able to see other people’s availability, that’s great. Look for a date and time where everyone, or at least most attendees, are available.

Sometimes, you can’t see all attendees’ availability. For example, some attendees might be coming in from outside your organization. If that’s the case, you’ll need to ask everyone about their availability. You can do this through an email chain, but a tool like Doodle might be more efficient.

Q: What should we discuss in a marketing meeting?

One of the best things about a meeting is you have the whole marketing team there to contribute. So when it comes to a project or campaign, if you have a challenge to overcome, or need to brainstorm something, you'll be able to tap into the knowledge and experience of the entire team.

Therefore, you want to pick discussion topics that are related to the team's overall success. These might be matters of strategy or tactics. Or they might be troubleshooting specific projects. What's important is that the discussion topic be useful for all or most of the team member's present—not just a few.

Q: What are some good marketing meeting icebreakers?

Marketing requires creativity, so it’s no surprise that meeting leaders are always looking for a new way to break the ice. Check out our 20+ Easy, Fun Icebreakers for some ideas.

Q: What KPIs should I share in a marketing meeting?

Depending on your organization’s marketing strategy, there are many possible KPIs (key performance indicators) you may be tracking and reporting on. Currently, content marketing, social, website activity, lead generation, and revenue tend to top the list of marketers’ concerns.

Most likely your marketing team has certain KPIs that you watch, report on, and set goals against. If you don't, to narrow down the best KPIs to include in your marketing meeting, try referring to our post on 15 Digital Marketing KPIs for Every Marketing Channel.

Q: How do I take good meeting notes?

Many marketing meetings have a designated note-taker. Note-taking demands a lot of attention, so generally speaking, the note-taker shouldn’t be someone whose input is essential to the meeting.

One great way to reduce demand on resources and reduce the chances of human error in note-taking is to use meeting notes software such as Hugo.

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