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Marketing Meeting Templates

The complete set of meeting agenda templates for every marketing meeting
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Wondering how great marketers meet?

How To Run a Marketing Meeting

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?

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.

Use these free marketing meeting templates to keep your meetings on-task and on-time. Fill one out and share it with attendees in advance. Allow attendees to respond with any changes they feel are needed. 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 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 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.

Running a Marketing Meeting FAQ

Understandably, many people have questions about how to run marketing meetings as well as possible. Here are some frequently asked questions about marketing meetings, and our answers:

Q: Who should I invite to the marketing 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 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.

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.

Preview the templates

Ad Campaign Ideas Brainstorm

Template

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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

Content Check-In

Template

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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?

Content Planning Meeting

Template

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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.

Marketing Campaign Planning

Template

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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

Marketing PR Meeting

Template

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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

Product Marketing Brief

Template

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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


Project Kick-Off Meeting

Template

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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

Team Post-Mortem

Template

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Purpose

Capture learnings from [initiative] and identify what went wrong so we can get better

The Situation

Put all the details of what happened here. Only the facts. Make sure you answer who what where when why. Customer feedback is good to include if we have it. Include any and all mistakes and what went well. Break up into sections, like “research” “engineering” “customer feedback” “the feature” “marketing efforts” etc.

The results

What happened as a result of the situation? This could include how an initiative performed, what happened as a result of a bug, how a feature fared, etc. Support this section with data

What went wrong

All the details of what went wrong. Opinions are welcome here. Be fair to other people who were involved and let them add to the postmortem or give you context as needed. In the case of bugs, what we could have done better to prevent a problem can be included here as well.

What we can do better next time

Whatever we learned that will affect how we do things next go around, it goes here. This is the synthesis of everything we’ve figured out from doing the postmortem.

Action items

Any action items we have, and who owns each of them, plus dates if possible

Weekly Marketing Meeting

Template

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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

Agenda Template FAQs

What are good questions to ask in a one-on-one?

Personal/rapport-building:

  • What worries you? What keeps you up at night?
  • What are you most excited about?
  • How’s life outside work?
  • What do you like to do on the weekends?
  • Do you feel like you’re making progress on your career goals?
  • What are your big dreams in life outside of work?

Career growth:

  • What skills would you like to develop?
  • Do you feel challenged in your role?
  • Is there any training or education we should be investing in for you?
  • How do you see your role evolving?
  • Do you feel like you’re making progress on your career goals?
  • Who in the company would you like to learn from?

Giving/receiving feedback:

  • Do you feel you’re getting enough feedback?
  • What’s an area where you would like help or coaching?
  • What’s an aspect of your job you’d like to improve?
  • How can I help you be more effective?
  • What is something I can do better?
  • What have past managers done that you’d like me to do as well?
Why have one-on-ones with your employees?

One-on-one meetings have many benefits:

  • Help employees build better relationships with their managers 
  • Provide opportunities for coaching and training
  • Encourage employees to feel valued at work
  • Discuss performance and areas of improvement
  • Find out what employees are (and are not) excited about
  • Learn how managers can better help employees
Who should set the agenda for a one-on-one meeting?

It’s good for the employee to feel ownership of their one-on-one because the meeting is primarily for their benefit. So, rather than having a manager set the agenda every time, the majority of the agenda should be driven by the employee. Of course, there should still be opportunities for managers to lead the conversation, especially when it comes to topics like coaching and performance. Using a meeting notes app that allows for easy, collaborative agendas can help.

Should one-on-one be hyphenated?

Yes. The word one-on-one is always hyphenated, regardless of whether it is used as a noun, adjective, and adverb.

What are other ways to spell one-on-one?

Writing all three hyphenated words out as one-on-one can be tedious. For brevity in your calendar invites, try using: "1:1" or "Name <> Name."

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