Reclaim Hours Weekly With This Meeting Template

Happy Sunday!

Last week, I stared at my calendar, packed with back-to-back meetings wondering if I'd ever tackle my growing to-do list, let alone the work that I really wanted to finish. Somewhere between the urgent emails and last-minute requests, I realized that I was caught in the pull of everyone else’s priorities. Sound familiar?

On Thursday, we talked about what it feels like to get lost in the Corporate Bermuda Triangle, pulled in a dozen directions at once. That’s why today I want to give you a compass to set next week in the right direction.

Most don’t lose their way because they lack skill or commitment. We drift because the pulls from competing demands overwhelm our ability to steer with clarity. A simple 5-minute practice at the start of the week can change that.

Before we dive into solutions, let’s get honest about where you might be getting overwhelmed:

Sunday evenings or very early Monday AM offer us a rare moment of clarity before the whirlwind week begins. Start by examining your calendar as a thoughtful leader, deciding what truly deserves your attention.

Sunday Evening (5 minutes):

Identify one meeting that's not clearly adding value. Cancel or delegate attendance.

Still uncertain about canceling? Consider these decision points:

□ What am I afraid will happen if we don't meet?
□ Could this be a 5-minute phone call or Slack update instead?
□ Who actually needs to be present vs. informed afterward?

If you can't eliminate the meeting, proceed with the meeting prep below.

Open the meeting block on your calendar. Jot down the following in the calendar notes:

"We're meeting to _______."

When you can’t complete that sentence, email to clarify the purpose or reschedule.

Now, scan all of the meetings lined up for next week, and identify your most critical. For each of those, use the agenda template below to create clarity for yourself and for your attendees:

BEFORE THE MEETING (2 minutes)

Primary outcome needed: _____________
(Decision, alignment, update?)

Who leads this outcome: ______________

Success looks like: ___________________

Quick Prep:

• I need to bring: __________________
  

• Others should prep: ______________
  

AFTER THE MEETING (1 minute)

Outcome reached: ________________

Next action: _______________________

Owner: _______ By when: ___________

Quick communication: 

Who needs this update? ____________

Impact: _________________________
(What moves forward? What gets unblocked?)

Tech Boost: Snap a quick photo of your completed template (down below) and instantly share it in Slack or Teams.

Want to download the Meeting Template with bonus Asana-Ready form guidelines?

Meetings still going off track?

Three precision questions surface misalignment before it derails progress. These conversational pivots create immediate, in-the-moment clarity:

To surface misalignment early…

—> “Before we dive in, can we pause and name what success looks like from each of our perspectives?”

 To refocus drift…

—> “I want to make sure we’re clear on the options we’ve discussed and that we are on the same page before we decide on our next steps.”

 To protect yourself…

—> “I’m noticing we’re operating on assumptions that not everyone is clear about. Can we clarify who owns what before we move forward?”

This structured approach to critical conversations delivers faster decision-making and clear accountability. Try it and send me a note to let me know how it goes!