Meeting Templates Library

Running effective meetings is critical for mid-market companies (50-500 employees). Use these proven templates to make every meeting productive.

One-on-One Meetings

Manager-Direct Report 1-1 (30 min, Weekly/Biweekly)

Purpose: Build relationship, provide support, align priorities, develop team member

Agenda:

Check-In (5 min) - How are you doing? Personal & professional
Wins & Progress (5 min) - What went well this week?
Challenges & Blockers (10 min) - What do you need help with?
Priorities & Alignment (5 min) - What are your top 3 priorities this week?
Development & Growth (3 min) - Career goals, skill development
Action Items (2 min) - Confirm next steps and owners

Best Practices:

Let the direct report drive the agenda
Focus on listening, not telling
Take notes on action items
Don't cancel - consistency builds trust
End early if agenda is complete

Discussion Prompts:

"What's your biggest win this week?"
"Where are you stuck? How can I help?"
"What should I know that I don't know?"
"How can I be a better manager for you?"

Skip-Level 1-1 (30 min, Monthly/Quarterly)

Purpose: Build connection with broader team, gather unfiltered feedback, show you care

Agenda:

Getting to Know You (10 min) - Career journey, interests, what energizes you
Team Perspective (10 min) - How's the team doing? What's working? What's not?
Feedback & Ideas (8 min) - What should leadership know? What would you change?
Questions for Me (2 min) - What do you want to ask me?

Best Practices:

Make it safe - emphasize this is not about their manager
Listen more than talk (80/20 rule)
Take notes but don't attribute comments to individuals
Share themes back with managers (not specifics)
Follow up on actionable feedback

Discussion Prompts:

"What's one thing you'd change about how we work?"
"What's working really well that we should do more of?"
"Where do you see opportunities for improvement?"
"What questions do you have about the company's direction?"

Performance Review 1-1 (60-90 min, Quarterly/Annually)

Purpose: Formal performance feedback, goal setting, compensation discussion

Agenda:

Self-Assessment Review (15 min) - Team member shares self-evaluation
Manager Assessment (20 min) - Share formal feedback on performance
- Strengths & accomplishments
- Areas for development
- Specific examples (wins & opportunities)
360 Feedback Summary (10 min) - Share themes from peer feedback
Goals & Development Plan (20 min)
- Review prior goals (what was achieved?)
- Set new goals for next period
- Identify development opportunities
Compensation Discussion (10 min) - Salary, bonus, equity (if applicable)
Questions & Wrap-Up (10 min) - Their questions, next steps

Best Practices:

No surprises - ongoing feedback throughout period
Use specific examples with impact
Balance positive and constructive feedback (not "feedback sandwich")
Make goals SMART and aligned with company objectives
Document everything in writing

Career Development 1-1 (45 min, Quarterly)

Purpose: Focus specifically on long-term growth and career path

Agenda:

Career Vision (10 min) - Where do you want to be in 1-3 years?
Skills Assessment (10 min) - What skills do you have? What do you need?
Development Opportunities (15 min)
- Projects or stretch assignments
- Training or certification needed
- Mentorship opportunities
Action Plan (10 min) - Specific steps and timeline

Discussion Prompts:

"What does your ideal role look like in 2-3 years?"
"What skills do you want to develop this year?"
"What projects would help you grow?"
"Who in the company could mentor you?"

Departmental Meeting Templates

Sales Team Meeting (60 min, Weekly)

Purpose: Review pipeline, share wins/losses, problem-solve, train

Agenda:

Wins of the Week (10 min) - Celebrate closed deals, share success stories
Pipeline Review (20 min)
- Each rep shares top opportunities
- Discuss deal strategy and next steps
- Identify where help is needed
Metrics Review (10 min) - Pipeline coverage, win rate, average deal size
Skill Development (15 min) - Role play, objection handling, new product training
Blockers & Help Needed (5 min) - What's standing in the way?

Rotating Topics:

Week 1: Competitive intel
Week 2: Product deep dive
Week 3: Ideal customer profile review
Week 4: Sales process optimization

Engineering Team Meeting (45 min, Weekly)

Purpose: Technical alignment, unblock work, share knowledge

Agenda:

Sprint Status (10 min) - Progress on current sprint, blockers
Technical Decisions (15 min) - Discuss architecture choices, tech debt
Code Reviews & Quality (10 min) - Notable PRs, quality metrics, learnings
Upcoming Work (5 min) - Preview next sprint priorities
Team Announcements (5 min) - Process changes, new tools, celebrations

Rotating Topics:

Week 1: Architecture review
Week 2: Performance & scalability
Week 3: Developer experience improvements
Week 4: Tech talk or demo

Marketing Team Meeting (60 min, Weekly)

Purpose: Coordinate campaigns, review metrics, share insights

Agenda:

Metrics Review (10 min) - Leads, pipeline, traffic, conversions
Campaign Updates (20 min)
- Active campaigns: status and results
- Upcoming campaigns: plans and needs
Content & Creative Review (15 min) - Preview and feedback on upcoming work
Cross-Functional Coordination (10 min) - Sales/Product alignment, requests
Ideas & Experiments (5 min) - New ideas to test

Monthly Deep Dives:

Week 1: Monthly performance review
Week 2: Competitive analysis
Week 3: Customer insights
Week 4: Strategic planning

Customer Success Team Meeting (45 min, Weekly)

Purpose: Review account health, share best practices, coordinate renewals

Agenda:

Account Health Review (15 min)
- Red accounts: escalations and action plans
- Yellow accounts: early warning signs
- Green accounts: expansion opportunities
Renewal Pipeline (10 min) - Upcoming renewals, risk assessment
Wins & Best Practices (10 min) - Share success stories, what's working
Product Feedback (5 min) - Common issues or feature requests
Training & Enablement (5 min) - New product features, processes

Operations Team Meeting (45 min, Weekly)

Purpose: Review operational metrics, solve problems, coordinate execution

Agenda:

Operational Metrics (10 min) - Volume, quality, efficiency, costs
Problem Solving (20 min) - Top 2-3 operational issues
Process Improvements (10 min) - What can we streamline or automate?
Capacity Planning (5 min) - Current and upcoming capacity needs

Finance Team Meeting (45 min, Biweekly)

Purpose: Review financial performance, coordinate close process, plan

Agenda:

Financial Performance (15 min) - Revenue, expenses, cash flow vs. plan
Close Process (10 min) - Month/quarter close status and issues
FP&A Updates (10 min) - Forecast changes, scenario planning
Compliance & Controls (5 min) - Audit, compliance, risk items
Strategic Projects (5 min) - Systems, process improvements

Company-Wide Meetings

All-Hands Meeting (45-60 min, Monthly/Quarterly)

Purpose: Share company vision, celebrate wins, align entire org

Agenda:

CEO Update (15 min)
- Company performance vs goals
- Strategic priorities
- Key wins and challenges
Departmental Highlights (15 min)
- Each leader shares 2-3 key updates
- Customer wins, product launches, new hires
Deep Dive Topic (15 min)
- Rotating: product roadmap, market trends, culture initiative
Recognition & Celebrations (5 min) - Team member shout-outs, anniversaries
Q&A (10 min) - Open questions (submitted in advance or live)

Best Practices:

Pre-record if distributed team
Use visuals and demos
Keep it inspiring and transparent
End on a positive note
Share recording and slides after

Town Hall (30 min, Quarterly)

Purpose: Transparent communication on company direction and results

Agenda:

Quarterly Results (10 min)
- Revenue, growth, key metrics
- Rock completion rate
- Customer wins
Strategic Updates (10 min)
- Market conditions
- Product direction
- Organizational changes
Open Q&A (10 min) - Anonymous questions welcome

Topics to Address:

Financial health and runway
Competitive positioning
Hiring plans
Cultural initiatives
Upcoming challenges

Strategic Meetings

Leadership Team Weekly (90 min, Weekly)

See: Level 10 Meeting™ Guide

This is your core leadership meeting using EOS® Level 10 format.

Quarterly Planning Session (Full Day, Quarterly)

See: Quarterly Planning Guide

Annual Planning Session (2 Days, Annually)

Purpose: Set vision and plan for the year ahead

Day 1 Agenda:

Previous Year Review (2 hours)
- Accomplishments & learnings
- Rocks completion analysis
- Key metrics performance
Market & Competitive Analysis (2 hours)
- Industry trends
- Competitive landscape
- Customer insights
V/TO™ Update (2 hours)
- Refine Core Values, Core Focus
- Update 10-Year Target, 3-Year Picture
- Draft 1-Year Plan
Strategic Priorities Discussion (1 hour)

Day 2 Agenda:

1-Year Plan Finalization (2 hours)
- Revenue and profit goals
- Key initiatives
- Critical numbers
Q1 Rock Setting (2 hours)
- Identify Q1 company Rocks
- Assign owners
- Define success criteria
Department Planning (2 hours)
- Department goals for year
- Resource needs
- Cross-functional dependencies
Wrap-Up & Commitments (1 hour)

Monthly Business Review (60-90 min, Monthly)

Purpose: Review monthly performance and adjust course

Agenda:

Financial Performance (20 min)
- Revenue vs. plan
- Expenses vs. budget
- Cash flow and runway
- Key variances and drivers
Scorecard Deep Dive (20 min)
- Review trends for all metrics
- Discuss off-track metrics
- Identify emerging issues
Rock Progress (15 min)
- Update on quarterly Rocks
- On/off track assessment
- Blockers and help needed
Department Updates (20 min)
- 5 min each: Sales, Product, Marketing, Ops
Issues & Decisions (15 min)
- Top issues needing resolution
- Key decisions needed

Board Meeting (2-3 hours, Quarterly)

Purpose: Update board, get guidance, make key decisions

Pre-Work:

Send board deck 48 hours in advance
Include: financials, metrics, Rock progress, key decisions needed

Agenda:

CEO Update (20 min)
- Quarter highlights
- Strategic priorities
- Key challenges
Financial Review (15 min)
- CFO presents results vs. plan
- Forecast update
Functional Deep Dives (45 min)
- Rotating: Sales, Product, Ops (one per quarter)
Strategic Discussion (30 min)
- Market dynamics
- Competitive threats/opportunities
- Strategic decisions needed
Executive Session (30 min) - Board only

Best Practices:

Focus board time on strategic topics, not operations
Come with 2-3 specific asks/decisions
Use metrics and data to tell the story
Be transparent about challenges
Follow up with board notes within 48 hours

Meeting Best Practices

Before the Meeting

Clear agenda with time allocations
Invite only necessary attendees
Send pre-read materials 24-48 hrs ahead
Book appropriate room/tech
Assign a note-taker

During the Meeting

After the Meeting

Send notes within 24 hours
Include decisions, action items, owners, due dates
Follow up on action items
Solicit feedback on meeting effectiveness

Get Started

Ready to implement these meeting templates?

Remember: The best meeting is often the one you don't have. Be intentional about every recurring meeting. Cancel meetings that no longer serve a purpose.