SOP example: Run the weekly team meeting

By Luba Inz · Last updated:

One of ten examples from our library of 150+ pre-made SOPs. Copy it, change it to how your company works, and give it an owner.

Scope

This SOP covers the weekly team meeting at your company: setting the agenda, running the meeting, recording decisions and actions, and following up. It starts when the next meeting is due to be scheduled and ends when the follow-up list has been checked at the start of the next meeting. It does not cover one-to-one meetings or client meetings.

Roles

  • Owner: Chairs the meeting, makes the decisions only the owner can make, and approves anything that leaves the company.
  • Department leads: Bring their department's numbers and bad news, and own the actions given to them.
  • The Calendar agent: Holds the meeting slot, protects the owner's time, and prepares the meeting pack and notes.
  • The HQ agent: Supplies the current numbers from every department, each with its source.
  • The Daily summary agent: Lists open actions and items waiting on the owner in the evening summary.
  • The Delegation agent: Shows who decides what, so each decision goes to the right person.

The steps

  1. Keep a fixed weekly slot for the meeting in the owner's calendar and invite the department leads.
  2. Two days before, ask each department lead for agenda items, starting with problems and bad news.
  3. Pull the current numbers for each department from HQ, with the source of each number. Do not use numbers that are not in the data.
  4. Build the agenda: bad news first, then numbers, then decisions needed, then good news.
  5. Send the agenda and numbers to the attendees. Anything sent outside the company waits for approval of the exact text by the person the delegation rules name.
  6. Open the meeting by checking last week's actions: done, late or dropped.
  7. Go through the agenda in order. For each decision, check who decides it under the delegation rules. If it is above a lead's limit, send it to the owner.
  8. Record every decision and action with one named role as owner and a due date.
  9. Close the meeting by reading back the decisions and actions, and confirm anything left over.
  10. Send the notes to attendees the same day. Notes that go to anyone outside the company wait for approval of the exact text by the person the delegation rules name.

KPIs

  • Actions closed on time: Count actions marked done by their due date, divided by all actions due that week, from the notes and the evening summaries. Target: set per business.
  • Meeting start and length: Compare the actual start and end times with the calendar slot each week. Target: set per business.
  • Notes sent same day: Count meetings where the notes went out on the day of the meeting, using the send record. Target: set per business.
  • Carried-over actions: Count actions that appear on the list for more than one week in a row. Target: set per business.

The AI-first version

  1. The Calendar agent holds the weekly slot, resolves clashes, and invites the department leads (machine)
  2. The HQ agent collects each department's numbers with their sources, and flags anything that got worse since last week (machine)
  3. The Calendar agent drafts the agenda with bad news first and asks department leads for extra items; the owner approves the agenda (assisted)
  4. The Calendar agent sends the pack to the team. If any part goes outside the company, it waits for approval of the exact text by the person the delegation rules name (assisted)
  5. The owner runs the meeting, checks last week's actions, and discusses the agenda in order (judgment)
  6. The Delegation agent shows who decides each item; the owner or the named person makes the decision (judgment)
  7. The Calendar agent drafts the notes with decisions, actions, owners and due dates; the owner approves them (assisted)
  8. The Daily summary agent lists open actions and items waiting on the owner in each evening's summary until they are closed (machine)

How to use this SOP

Run it for a month as written, then fix what didn't match reality. In the AI-first version, machine steps go to an agent, assisted steps are drafted by an agent and checked by a person, and judgment steps stay with a person.

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