An executive leadership meeting is most effective when it follows a clear, repeatable agenda that guides the team from connection to execution. Working through the agenda items in order—starting with a brief Segue and moving through Scorecard, Projects, Tasks, Headlines, Q&A, and Wrap-Up—creates structure, focus, and momentum. Each section serves a specific purpose and builds on the last, helping leaders stay aligned on priorities, surface issues early, and turn discussion into clear action. By consistently moving through the agenda as designed and respecting each time box, executive teams can run meetings that are efficient, data-driven, and centered on accountability rather than updates or open-ended discussion.
⏱️ 5 Minutes: Segue
The Segue in a meeting is a short, intentional transition at the beginning of the meeting that helps everyone mentally shift from their previous work into the conversation at hand. Its purpose is to get participants present, engaged, and aligned before moving into agenda items or decisions. A good segue might include a quick personal or professional check-in, a win from the week, or a brief prompt that sets the tone for the meeting. To use it properly, keep it time-boxed, inclusive, and relevant—everyone should have an opportunity to participate without it turning into side conversations. When used consistently, the segue builds connection, improves focus, and creates a smoother, more productive start to every meeting.
⏱️ 5 Minutes: Scorecard
The Scorecard in a meeting agenda is used to quickly review the key metrics that show whether the team is winning or losing for the week. Its purpose is to create objective clarity by focusing on numbers—not opinions—so the team can spot issues early and stay aligned on performance. During the meeting, each metric owner reports whether their number is on track, off track, or at risk, typically without lengthy discussion. If a metric is off track, it’s noted and moved to the Issues section for deeper conversation later. To use the scorecard properly, keep it concise, consistent, and time-boxed, review the same metrics each week, and resist the urge to solve problems during the review. When done well, the scorecard keeps meetings focused, data-driven, and grounded in what actually matters most.
⏱️ 5 Minutes: Projects
The Projects section in a meeting agenda is used to review progress on the team’s most important initiatives and ensure work is moving forward as planned. Its purpose is to create visibility and accountability around active projects without turning the meeting into a status update overload. During the meeting, each project owner provides a brief update—typically whether the project is on track, at risk, or off track—along with any key milestones or blockers. Detailed problem-solving is deferred to the Issues portion of the agenda if needed. To use the Projects agenda effectively, keep updates concise, focus on progress toward outcomes rather than tasks, and review only active priorities. When used consistently, the Projects agenda keeps meetings aligned on execution and ensures critical work doesn’t stall between meetings.
⏱️ 5 Minutes: Tasks
The Tasks section in a meeting is where conversations turn into clear, actionable commitments. Its purpose is to ensure that decisions made and discussions held during the meeting result in specific actions with ownership and deadlines. As tasks come up throughout the meeting—whether from the scorecard, projects, or issues—they should be captured as tasks and assigned to a single owner with a due date. When used properly, tasks are reviewed briefly for clarity, not debated, and linked to the meeting so they remain visible and accountable after the meeting ends. This approach ensures follow-through, reinforces ownership, and prevents important actions from being forgotten once the meeting is over.
⏱️ 5 Minutes: Headlines
The Headlines section in a meeting is designed to quickly share important updates, wins, or announcements that the team needs to know. Its purpose is to keep everyone informed and aligned without derailing the meeting with deep discussion. Headlines can include notable successes, key changes, decisions made outside the meeting, or relevant personal or team updates that impact morale or execution. To use headlines effectively, keep each update brief, factual, and high-level—if a topic requires discussion or action, it should be captured as an issue or task and addressed later in the agenda. When used consistently, the Headlines section builds transparency, reinforces momentum, and helps the team start meetings informed and connected.
⏱️ 45 Minutes: QAs
The Q&A section in a meeting is where questions, clarifications, and discussion points are captured and addressed in a structured way. Its purpose is to make sure important questions are surfaced without disrupting the flow of the agenda. As questions come up during the meeting, they can be added to Q&A and briefly addressed to gain clarity or make a quick decision. If a question leads to deeper discussion, it should be moved to the Issues section, and if it results in action, a task should be created and assigned.
It’s also helpful to know that this section may be labeled differently depending on the meeting framework your team follows. In some models, Q&A may be called Issues, Discussion Items, Open Questions, or Topics for Review. Regardless of the name, the intent is the same: to capture items that require conversation, clarification, or decisions while keeping the meeting organized and focused. When used properly, this section encourages participation, maintains momentum, and ensures questions are resolved or clearly tracked rather than lingering after the meeting ends.
⏱️ 5 Minutes: Wrap-up/Conclude
The Conclusion / Wrap-Up section in a meeting is used to reinforce clarity and ensure everyone leaves aligned on what happens next. Its purpose is to summarize key decisions, confirm assigned tasks, and verify that priorities are clear before the meeting ends. During the wrap-up, the facilitator typically reviews newly created or updated tasks, owners, and due dates, confirms any follow-up meetings, and checks for final questions or concerns. To use this section effectively, keep it brief and structured—focus on outcomes, not rehashing discussion. When done consistently, the conclusion prevents confusion, reinforces accountability, and ensures meetings end with momentum instead of loose ends.
Tips & Tricks
- Stay on agenda and respect time boxes.
- Focus on solving, not discussing.
- Keep updates short and relevant.
- Be transparent and honest.
- Aim for 90%+ completion of tasks.
- Rate the meeting (1–10) at the end.
- Make sure to send the meeting recap email to your team
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