Template for Management Meeting notes

How to prepare an effective management team meeting - A practical guide

Management team meetings can be a powerful engine for company success – or an energy-draining routine that leads to no concrete results. The key to a productive meeting lies in preparation. In this article, we go through how both the meeting leader and the participants can prepare optimally, as well as how our management team template can be used to ensure a structured and result-oriented meeting.

 

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Preparation: Responsibility of the meeting leader

As a meeting leader, your role is crucial for the meeting to be productive and focused. Here are your main preparations:

1. Define the purpose of the meeting

• What will the meeting achieve? Is it strategic, operational or a combination?

• Are there specific decisions that need to be made?

➡ Example: "This meeting will focus on following up on our market strategic goal and making decisions about a new pricing model."

2. Send out meeting documents in good time

• Send the template for the management team meeting no later than 48 hours before the meeting.

• Ask participants to fill in relevant parts, such as updates on their areas of responsibility.

➡ Example: "Each participant must fill in the current situation and any challenges for their area of ​​responsibility in the template."

3. Create a clear agenda

A good agenda provides structure and direction. In our template there is a predefined agenda:

📌 Agenda for the meeting

1. Quick follow-up of the previous meeting

2. Status of strategic goals

3. Discussion and decision

4. Priorities for the next meeting

5. Summary & conclusion

6. Set a time for the next meeting

4. Prepare decision documents

• What decisions need to be made?

• Is there analysis or data required to make informed decisions?

• Who is responsible for presenting documentation?

➡ Example: "We need to decide whether to launch a premium version of our product. The marketing manager has compiled a competitive analysis to support the decision."

 

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Preparation: Participants' responsibility

An effective meeting requires all participants to be prepared. Here are their responsibilities:

1. Go through the agenda

• Understand what is to be discussed and which points relate to your area of ​​responsibility.

➡ Example: "I'm in charge of the sales perspective, so I need an update on our latest marketing activities."

2. Update the status in the template

• Before the meeting, each participant must update current state, challenges/opportunities and any decisions that need to be made within their area of ​​responsibility.

📌 Example of how the template is filled in (for the sales perspective):

3. Prepare your own questions and recordings

• Do you have ideas or opinions about strategic goals?

• Need input from the management team to solve a problem?

➡ Example: "I want to highlight that we should analyze our marketing channels in more detail - which ones give the best ROI?"

 

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How to use the management team template during the meeting

The template is designed to ensure a structured meeting. Here is how it is used in practice:

1. Follow-up of the previous meeting

• Review decisions from the previous meeting.

• Mark completed actions and identify obstacles to ongoing tasks.

📌 Example:

2. Status of strategic goals

• Go through the five perspectives: Market, Sales, Operations, Employees and Finance.

• Identify the current situation, challenges and decision needs.

📌 Example:

3. Discussion and decision

• List decisions that need to be made and ensure that all relevant perspectives are considered.

• Use the checklist in the template to ensure that decisions are well-founded.

📌 Checklist for decisions:
✅ Is the decision in line with our strategic goals?
✅ Do we need to adjust some conditions to implement the decision?
✅ Is there a clear responsible person and deadline?

4. Priorities for the next meeting

• Which measures are most important?

• Who is responsible for what?

📌 Example:
🔹 Highest priority for the next meeting:

1. Conduct market research

2. Implement CRM filters

3. Adjust pricing strategy

5. Summary & conclusion

• Quick summary of decisions and action points.

• Reflection: What worked well? What can be improved?

📌 Reflection question:
"How do we ensure that our strategic goals become reality and not just aspirations?"

6. Set a time for the next meeting

• Set the date, time and any preparations.

📌 Example:
📅 Next meeting: May 15 at 10:00

 

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Summary: The key to effective management team meetings

By using the template for management team meetings do you ensure that the meeting:
✅ Has a clear agenda and structure
✅ Keeps focus on strategic goals
✅ Leads to concrete decisions and measures
✅ Effectively follows up on previous decisions

Want to get more out of your executive team meetings? Download our template and try it out at your next meeting! 🚀