Hey future business owner! Running your first company meetings can feel scary. We've got you covered with this simple guide to running meetings that energize your team and move your business forward.
Why This Matters
Great meetings = motivated team
Motivated team = happy clients
Happy clients = growing business
Your team meetings set the tone for your entire business.
Bad meetings kill momentum and waste everyone's time. Let's do this right.
Your Weekly Meeting Blueprint: Start Strong
Share Your Vision
Tell a story about why you started/acquired this business
Celebrate Achievements
Share a moment that made you proud this week
Look to the Future
Talk about where you're heading and why it's exciting
Reinforce Value
Remind everyone why the business' product or services matter to customers
This is YOUR moment as the business owner. Don't just dive into numbers. Share why this work matters:
Your Weekly Meeting Blueprint: What's Coming Up
Community
Cool apartment communities we were partnering with (from my last company)
Social Media
Content you're planning out that could drive sales
Team Development
Trainings or get-togethers
Marketing Ideas
New strategies you want to try
This is when you talk about anything exciting on the horizon:
Pro tip: Keep a running list in your notes app whenever ideas come to you. Bring your best ones here.
Your Weekly Meeting Blueprint: Client Stories
Celebrate Wins
- Share screenshots of amazing client reviews
- Talk about a client who loved the product or service
Learn and Improve
- Discuss any tough situations and what we learned
- Give shoutouts to team members who went above and beyond
Time to celebrate wins and learn from feedback:
Pro tip: Ask your team to send you their wins before the meeting.
Your Weekly Meeting Blueprint: Solve Problems Together
Identify Obstacles
What's getting in your way?
Request Support
What do you need help with?
Brainstorm Solutions
Any ideas to make things better?
Address Client Needs
What are clients struggling with?
This is where you become a stronger team:
Pro tip: Introverts might benefit from you sharing a challenge you're facing first.
Your Weekly Meeting Blueprint: Team Performance Updates
Retail Sites Performance (12 min)
Each location shares tours, wins, challenges, and where they need backup.
Marketing Performance (5 min)
Review lead flow, successful channels, and next week's focus.
Operations Update (4 min)
Check on systems, training needs, and process improvements.
Receivables Report (4 min)
Snapshot of property payments, collections, and commissions tracking.
Let's hear how each part of the business is doing. Keep it focused on what matters most. For my real estate firm it was:
Pro tip: Build standard templates for each functional area and have the team update the relevant section in Google Slides/Canva prior to the meeting.
Your Weekly Meeting Blueprint: Wrap-Up
Action Items
What each person is going to do next
Deadlines
When it needs to be done
Key Announcements
Any important information to remember
End with clarity:
Pro tip: Have a note taker send updates following the call.
Making This Work For You: Before Your First Meeting
Schedule
Pick a consistent time that works for everyone
Invite
Send out a calendar invite with the link to this agenda
Prepare
Ask everyone to come with one win and one challenge
Support
Help with virtual meeting setup if needed
Small businesses might need intros to virtual meetings or a structured process, hang in there!
Meeting Rules That Work and Handling Challenges
Meeting Rules That Work
- Start on time (respect everyone's time)
- Everyone participates (no hiding!)
- Focus on solutions, not just problems
- Keep it positive but real
- End on time, every time
When Things Go Wrong (Because They Will)
- Meeting running long? Cut the next section short rather than running over
- Someone dominating the conversation? Thank them and ask others for input
- Team seems disengaged? Ask what would make these meetings more valuable
- Forgot something? Add it to next week's agenda
Running Meetings That Actually Work