Whether you have any employees or not, having a weekly meeting check in or list of agenda items is so crucial for staying on task and checking off those to do items. When I hired my Operations Manager Kelly back in 2019, I had no procedures in place that would help me really understand where my business is in terms of achievements, goal setting and also making sure that the business was actually making forward progress, not just crossing off to do items. Yes, there is a difference. In today’s post, I thought it would be helpful to give you guys an inside peek on my weekly meetings with Kelly, how we structure them, what is talked about and all the nitty gritty details!
Related: What It’s Really Like Working For Jenna Rainey With Kelly Martín
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Weekly Meeting Agenda
The weekly meeting agenda is something that Kelly is updating throughout the week leading into our meetings every Monday with items we need to discuss during our meeting. This type of agenda was adapted from the book Rocket Fuel (one of my favorites) and is such an important piece to keeping us organized and accomplished. This agenda includes:
- To Discuss Items
This is anything that’s come up from the previous week that needs to be talked about and sorted before we end our meeting. We usually start our meetings crossing off these most urgent items!
- Action Items
This is the section for tasks that we need to begin working into our monthly tasks, not super urgent, but not super far off either.
- For Future Meeting
These items are a list of to-dos that come up throughout the weeks that we don’t want to forget about, but aren’t extremely urgent. If we get to them during our weekly meeting, they’re crossed off, but these items usually still need more time getting conceptualized and fleshed out, but we don’t want them turning into vapor and escaping our minds, so they get put into the Weekly Meeting Agenda!
Kelly is my Integrator. She runs the operations and systems part of my business and makes sure I stay on task. I come to the table with the big ideas, I’m the purdy face of the biz and during these meetings, I let Kelly lead. She’s the one getting her hands dirty with automations, answering customer support emails throughout the week and such, so she usually has more to bring to the table in terms of keeping us on topic and crossing things off.
During the week, my focus is creating. Artwork, copy for the blogs, emails, content, writing course outlines, filming, etc. and her job is to give me progress reports and updates on where the behind the scenes stuff is at, what she needs from me and more.
How We Catch Up Between Meetings
One of my least favorite things in the world is phone calls/meetings. I do love my hangs with Kelly and we make it fun, but having more than one meeting in a day totally sucks my energy, so throughout the week when either Kelly or I need to send an update or ask a question, we’re hanging out in Slack. Or if the question/comment is a bit lengthy and needs more voice inflection, we’ll head over to Voxer which is like a voice note app that we love. These platforms are reserved for those quick questions or clarifying bits that we maybe forgot to discuss in our meetings. We also like to record and send Loom videos if showing our screen is necessary as well!