Three Planned Meetings That Empower our Business

We're big dreamers, always having new ideas about how to bring our business to the next level. But, we also know the importance of proper planning in order to execute that vision.


We've integrated a few key meetings into our business plan that allow us to establish action steps towards our goals, make adjustments when and where necessary (because pivoting is so important to your business!), and track our progress along the way.


Below are three planned meetings we use in our own business.


Meeting #1: Weekly Client Review

With so many moving parts in our business, we've found it especially important to take time weekly to review our current deals and clients. For us, this looks like a dedicated Monday meeting where we go through our list of active clients, discuss where they currently are in the process and decide on any action items needed to properly attend to their needs.


At this point, we add any tasks to our weekly to-do list. You can use any project management platform like Asana, and we always like a handwritten planner as well. Doing this weekly keeps us organized and ensures nothing falls through the cracks.


Meeting #2: Weekly Content Planning

Content is a huge part of our business and can easily become overwhelming. So we've found this meeting especially important in ensuring we have a balanced and well-executed content schedule.


Your first step to this is establishing a monthly content system. For example, we've established two educational emails per week to our leads, one blog post per week, one Instagram post and one Instagram Reel. We also push content to our LinkedIn, Pinterest and Google My Business pages.


Once that is established, the next step is to schedule a weekly content planning meeting to decide on content for the following week. For us, we schedule this every Friday and use this time to decide what the emails, posts, and blogs topics we will create for the next week.


Everyone's content plan will look different but having a plan in place and deciding ahead of time on the topic and what day you are posting will help you structure your week for success.


PRO TIP: Throughout the month if we see or experience anything firsthand that inspires us we throw it into our potential ideas bucket so that when the time comes to decide on a post or a blog, we have ideas to pull from.


Meeting #3: Mid-Month and End-of-Month Meetings

Tracking the progress towards our goals as well as our overall business performance is something we find essential. This not only ensures we are growing our business towards the direction we envision but also are putting our time, energy and money into the things that are providing the highest return on investment.


We've established mid-month and end-of-month meetings for this specific purpose. Our mid-month meetings are a more condensed version to check in on our progress and any new developments in our business so far that month. If we need to adjust anything in our strategy for that month, this is where we take the time to do so.


Our end-of-month meetings are intended to look back on the previous month as well as ahead to the following month.


Looking Back

These are a few key items we pay attention to from the previous month:

  1. Marketing ROI: If we received any new leads or clients that month, we make note of where they came from and track how many leads actually convert to clients. This helps us in understanding where our target audience seems to be and what marketing tactics we should be focusing our attention on.

  2. Budget: We also take this time to update our finances. We track actual expenses incurred and project any income coming in based on that month's performance. Understanding our cash flow helps us to plan out our marketing budget and operate in a way that makes sense for our business.

  3. CRM Organization: Based on any new business that month, we also double-check our CRM at this point to ensure any new contacts adhere to the organization and tagging system we've established for our business. Examples of this include the type of client and the source.

Looking Ahead

We establish the following items for the upcoming month:

  1. Content Plan: As we mentioned, having a content plan in place is the foundation of our weekly content meetings. We take this time to review our plan, make any adjustments needed based on the previous month's performance, and decide if there are any larger content items on the calendar for that month (this could be a webinar or something seasonal that requires more time, planning and attention).

  2. Action Steps: If we have a goal in mind, it's during this meeting that we establish what the action steps are to reach that and place them into that month's schedule to ensure we get closer to reaching that goal. Breaking up a big goal into mini action steps has been one of the most influential and constructive components of our business.


 

These three meetings are an essential part of how we operate and stay organized in our business. If you're looking to add some systems to your own business, consider adding these consistent meetings that will supercharge your goals and ensure an execution plan is in place to reach them.