1. Things To Keep In Mind

2. Team Routines

No. What It's Called What's The Point What Should Come Out Of It When How Long How Often Who's In The Room What We Measure
1. Yearly Goal Setting & Past Year Review Once a year, stop everything and look at the full picture. What actually happened this year. What do we want next year to look like. Where are we trying to go. A real honest plan for the year ahead. What we want to earn, how the team should look, which clients we want, what we're building toward. Covers money, clients, team, systems, what we're selling. First Monday of April, 4:00 PM to 7:00 PM. Or any day in the first week of April if Monday doesn't work. Half a day, about 3 hours Once a year Founders, Core Team, Department Leads Did we set clear targets. Do we have a real plan. Is everyone aligned on where we're going.
2. Quarterly Planning, Reflection & Planning Every three months, zoom out. How did it actually go. What worked, what didn't, what do we go after next. Is anyone falling behind. Clear targets for the next 90 days. Problems caught early. No one quietly slipping without it being talked about. A check on whether we're still on track with the yearly plan. First Monday of each quarter, 1:30 PM to 3:00 PM (Apr, Jul, Oct, Jan) 60 to 90 min Every financial quarter Founders, Leads Are we on track with yearly goals. Are problems being caught early. Is anyone underperforming.
3. Monthly All-Hands Get everyone together once a month. Tell them what's actually going on with the business. Celebrate what went well. Make people feel like they're part of something real, not just doing tasks. Everyone walks out knowing where the business stands, feeling like their work matters, clear on what's coming next month. Every first Monday of the month, 10:30 AM to 11:30 AM 60 min Once a month Whole team, leads, founders Did people show up. Did we actually celebrate something. Does everyone know the plan.
4. Weekly Kickoff & Wind-Down Start every week the same way. Get everyone on the same page. What are we working on, who's doing what, is anything stuck. Take a few minutes at the end to look back at last week. What did we get done. What did we miss. Everyone knows exactly what they're doing this week. No deals sitting still. Nothing falling through the cracks. A quick honest look at how last week really went. Every Monday, 9:30 AM to 10:00 AM 30 min Every Monday Whole team, leads, founders Pipeline updates, task updates, follow-ups outstanding, current project or client work updates, revenue vs. target, leads in pipeline, any fires we need to deal with
5. Internal Team Review Sit down with each person once a quarter. Have an honest conversation about what they're doing well, where they can grow, what they want to be doing more of. Nobody is blindsided. Nobody is guessing where they stand. People feel like someone actually cares about their growth, not just their output. First Friday of each quarter 30 to 45 min per person Once a quarter Each team member, one-on-one with their lead or the founder Quality of work, are they hitting deadlines, are they burning out or just going through the motions
6. Monthly Housekeeping Last Friday of every month, two things happen. The tech team makes sure everything that touches clients still works. Everyone else cleans up their files and archives what's done. Nothing breaks on a client's end without you knowing first. You can always find what you're looking for. The mess doesn't quietly build up. Every last Friday of the month, 5:30 PM to 6:30 PM 60 min Every last Friday of the month Tech team (systems check), everyone individually (file cleanup) Anything broken and fixed, naming compliance (target 95%+), stray files cleared, everything filed properly, backed up, unnecessary stuff deleted from cloud and company storage

3. The Weekly Rhythm

Monday - How The Week Starts

Time What's Happening Who Frequency
9:30 AM to 10:00 AM Weekly Kickoff. What are we working on, what's moving, anything stuck. Quick look back at last week. Whole team, leads Every Monday
10:30 AM to 11:30 AM Monthly All-Hands. What's happening with the business, celebrate what went well, make sure everyone knows the plan. Whole team, leads 1st Monday of month
1:30 PM to 3:00 PM Quarterly Planning. How did the last 3 months go, what are we going after next quarter. Founders, leads 1st Monday of quarter
4:00 PM to 7:00 PM Yearly Planning. Full stop, look at the whole year, set the direction for the next one. Founders, all leads 1st Monday of April

Friday - How The Week Ends

Time What's Happening Who Frequency
10:00 AM to 10:30 AM Client Check-Ins. Touch base with every active client, one call each. Project Manager, client Every Friday
5:30 PM to 6:30 PM Monthly Housekeeping. Make sure everything works, clean up the files. Tech team, everyone Last Friday of month

4. Things Worth Remembering

  1. The Monday Kickoff does two things at once. Team alignment and pipeline review. Don't split it into two separate meetings. One honest 30-minute conversation handles both.
  2. If someone on the team is underperforming, that conversation happens inside the quarterly planning session, not in its own separate meeting. Twenty honest minutes is all it takes if everyone shows up prepared.
  3. Learning doesn't need its own calendar block. It just needs to be part of how you work. Reading before a project starts, sharing something useful with the team, staying curious on your own time. The moment you schedule it, it becomes another thing to feel bad about missing.
  4. If you keep wanting to add more meetings, stop and ask yourself why. More meetings almost always means something else is unclear. The strategy, who owns what, or what the priorities actually are. Fix that problem instead of adding another meeting on top of it.