Effective agency meetings

A framework for organizing effective staff and management meetings.

Many agency leaders approach staff and management team meetings on an “as needed” basis. The result is usually sporadic and inconsistent communication and information sharing throughout the organization. It surprises most managers of marketing communications firms to learn that their associates actually like and appreciate regular agency meetings because it helps them feel involved and informed.

Firms who do this well set a regular time for both staff and management team meetings, and agendas are planned and prepared well in advance. To make sure you’re thinking through all the areas that might merit information sharing or discussion, here’s a checklist of potential topics.

Elements of an Effective Staff Meeting Agenda

Product

  • Brief review of current work
  • Client results report
  • New or improved services or capabilities

People

  • Outstanding individual efforts and accomplishments
  • New people
  • New roles and responsibilities
  • Open positions
  • Upcoming agency meetings, training sessions, and events

Promotion

  • Recent new business wins
  • Current new business prospects
  • Recent agency publicity
  • Newsworthy stories or work

Process

  • Changes or improvements to workflow or project management systems
  • Workload, scheduling, and production priorities

Place

  • Technology issues, upgrades, and updates
  • Office administration updates and reminders

Elements of an Effective Management Meeting Agenda

Product

  • Issues or needed changes in services or capabilities
  • Major client issues or concerns

People

  • Staffing and recruiting needs and issues
  • Pending or upcoming performance reviews, promotions, raises
  • Upcoming agency meetings and events
  • Upcoming training and professional development

Promotion

  • Current new business prospects and opportunities
  • Needed new business or promotional materials
  • Newsworthy work, client results, or agency news

Process

  • Workload, scheduling, and production priorities
  • Pricing and compensation issues, challenges, or opportunities

Place

  • Resource needs, including technology
  • Facilities, equipment, and capital purchases
  • Office administration issues 

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