The Power of Standardized Agendas in 1:1 Meetings
Read time: 3 minutes
In my coaching sessions with executives, professionals, and founders, I often share small but powerful tools that enhance productivity. Once the full Groundwork System is in place, we start layering in additional strategies—but always thoughtfully and intentionally.
One such tool is standardizing agendas for the people you meet with 1:1 regularly. Your direct reports or board committee meetings are great places to start.
A standardized agenda provides consistency, clarity, and efficiency. It ensures that meetings are structured, focused, and productive. My go-to template was shared with me by longtime Groundwork alum Chad DeAbreu, who runs TradeBrain—a company specializing in operations for small trade-based businesses. Chad applies the Groundwork lens to everything he does and generously passed along this simple yet effective format:
Standardized Agenda Template:
-
What’s new? General updates.
-
What’s working? Accomplishments and wins.
-
What’s not working? Blocks, capacity issues, and challenges hindering performance.
-
What’s missing? Identifying gaps between what’s working and what’s not.
-
What’s next? Problem-solving, corrective actions, and commitments for the next week.
Of course, not all meetings can be fully standardized. Some require additional preparation to address specific, time-sensitive topics.
For example, my agenda for my next coaches’ meeting includes:
-
When is it appropriate to ask for a testimonial?
-
How to set a client up for post-program sessions.
-
Promoting our May 2025 retreat.
To accommodate these types of items, I often add a sixth category called “Headquarter Updates.” You might prefer to call it something else, depending on your needs!
Implementing This in Your Meetings
I recommend including this template in the calendar description of your recurring 1:1 meetings. You’ll find that your colleagues will appreciate the structure, as it:
-
Creates clarity and efficiency.
-
Reduces meeting fatigue by eliminating unnecessary back-and-forth.
-
Provides a predictable rhythm, allowing for deeper and more creative thinking.
Most of us function better when the structure of a meeting is clear—it actually makes space for greater creativity in problem-solving. Try implementing this agenda format and see how it transforms your 1:1 meetings.
The Groundwork System is a simple way to manage your inbox, to-do list, and calendar, and a simple way to understand and manage the triggers and pain that keep you in survival mode.
