Stop Pointless Leadership Meetings

The format you need for meetings that actually drive results

Author

Nick Avaria
April 27, 2025

I hate any meetings that don’t move the business forward, and you should too. Let’s break down a meeting formula that works for your agency so you can stop wasting time.

I’m Nick Avaria, agency owner, and founder of Agency Acquisitions. Every week I share a client story, insights, and tips into scaling your agency faster, in 300 words or less. I’m ramping up my new Instagram account with daily videos and insights. Hit follow for daily insights on running an 8-figure agency.

The weekly leadership meeting is a requirement if you want to:

  1. Get enough improvement iterations into the agency each year

  2. Hold your team accountable properly

  3. Get proper context on the company

Translation - it's a requirement to win.

My version of a weekly leadership meeting is not ground-breaking - but if you stick to it it’ll save you time and get you the clarity you need.

Print out this agenda below and try it out with your team next week. It can take a few run-throughs to really nail it, but I promise it’s going to save you a lot of time, and headaches, in the long run. 

Weekly Leadership Meeting (45–55 min)

  • Cadence: Weekly, same time/day of week

  • Participants: Department heads, Managing Director, etc.

  • Objective: Solve real problems, maintain alignment, and drive accountability

Meeting Flow:

1. Kickoff & personal check-in  (1 min per person)

  • Quick round of personal goings on - how was the weekend, the family, etc.

  • Confirm the rules of the meeting - we’re all here to drive the business forwards and help all stakeholders in it.

2. Dashboard reviews - Metrics &  KPI (5–7 mins weekly - once a month this section will be 30min to make room for monthly dashboards/financials)

3. 13 week run review (5–8 mins)

  • Brief status update on breakdown of the quarterly goals and initiatives

    • The 13 week run breaks down the big items into 1 week sprints that are fully trackable to ensure accountability by task/initiative owner

  • We use: 

    • Green = done on time

    • Yellow = done 1 week late

    • Red = done more than 1 week late

    • Then the item is complete we strike it through but the color does not change because we want to see the pattern of who delivers on time and who delivers late

4. Issues List – Discuss & Solve (25–30 mins - when the larger monthly dashboard meeting happens, this part is eliminated, and is instead used for dissension around the key numbers in the dashboard)

  • Main event: Pick the top 2–3 highest-impact issues

  • Use IDS (Identify, Discuss, Solve):

    • Be clear on root cause - use data + opinion - no opinions only 

    • Get cross-functional input with other team members

    • Solve = assign owner + deadline + add to 13 week run as needed

5. Team & Client Pulse - Qualitative (2-5 mins)

  • Any client concerns, churn risk, or escalations?

  • Any team issues, bandwidth gaps, or standout wins?

6. Wrap-Up (2–3 mins)

  • Recap key decisions + action items (Owner + Due Date)

  • Optional: 1–10 rating (“Was this time well spent?”)

Tips for Success:

  • Pre-submit issues onto the agenda before the start time

  • Any documents that have to be reviewed for the meeting are given 1 business day before the meeting. 

    • For a best practice all attendees should have the previous 30 min to this meeting blocked off to review any required materials

  • Keep a live meeting doc in your PM system, Google doc, or Notion template to track outcomes

  • Block post-meeting time to follow up on action items

  • Designate a timekeeper to keep the agenda on track

What’s the biggest time waster when it comes to meetings in your agency?

Want the video recap on the 4-part series on scaling your agency to $10M+? 

Ready to stop wasting time and start scaling your agency to 7 or 8 figures? Book a time with me this week to find out how to get started.

Nick