🏆 Step 1: Opening Win (5 minutes)
Start your meeting on a positive note by asking each person to share one recent win, no matter how small. Maybe you got a grant, a volunteer showed up when you needed them, or a program participant shared meaningful feedback.
Starting with wins shifts the energy in the room from stress to momentum. It reminds everyone why the work matters and creates psychological safety before diving into challenges or decisions. This simple practice sets a collaborative tone for the rest of the meeting.
⭐ Step 2: Revisit North Star + Top Priorities (10 minutes)
Ground the team by revisiting your organization's mission and your top 2-3 priorities for the quarter or year. This keeps everyone aligned on what's most important and prevents the meeting from drifting into less important discussions.
Ask the team: Are we still focused on the right things? Do these priorities need to shift based on what's happening now?
This regular check-in ensures your strategy stays relevant as circumstances change. It helps the team make decisions that actually support your goals, rather than just reacting to whatever feels urgent.
🎯 Step 3: Identify Work That Moves the Needle (15 minutes)
Not all work is created equal, especially in our world of urgency. Some tasks keep the lights on, but others actually move your mission forward.
Use this time to identify the 2-3 projects or initiatives that will have the most significant impact on your top priorities. What needs to happen this week or month to make real progress? What should the team focus on first?
This step helps cut through the noise of busy work and daily operations. When everyone leaves knowing what work actually matters most right now, they can focus their limited time and energy on activities that create real momentum instead of just checking boxes.
👥 Step 4: Assign Roles & Ownership (15 minutes)
Once you agree what needs to happen, decide who's doing what. Be specific. Assign clear owners to each priority project or task, and ensure everyone knows what they're accountable for.
This prevents the confusion that happens when everyone assumes someone else is handling something important. Clear ownership also empowers team members to make decisions and move forward without constantly checking in. When people know exactly what they're responsible for, work gets done faster and with more confidence.
🛣️ Step 5: Remove Roadblocks for Your Team (10 minutes)
Ask your team what's getting in their way. Maybe they need a decision from leadership, access to a resource, or help navigating a challenge. Use this time to address obstacles and clear the path forward.
This is one of the most valuable parts of the meeting because it shows your team that leadership is there to support them, not just delegate to them. When people feel heard and see roadblocks removed, momentum builds naturally, and morale improves.
💟 Step 6: Next Steps + Appreciation (5 minutes)
Close by summarizing what was decided and who's responsible for what. Make sure everyone leaves with clarity on the following actions and timelines.
Then take a moment to thank everyone for their time and contributions. Ending with appreciation reinforces that the team's work matters and leaves everyone feeling valued. This small gesture makes a big difference in how people feel about meetings and helps build a culture where strategy sessions energize rather than exhaust your team.
Try it this week 🚀
Schedule a one-hour strategy meeting with your team using this six-step agenda. You don't need anything fancy, just block the time, share the agenda beforehand, and commit to sticking to the one-hour timeframe.
Notice how your team responds. Do they leave with more clarity? Adjust the agenda to what works best for your team's needs.
Hit Reply
What does your team need most from meetings right now? More clarity, better focus, or just less time in meetings altogether?
Hit reply and tell me! Your answer might spark ideas for future newsletters.
