How To Guides For Every Meeting

Free Guides and Templates

The following guides and templates are free to download and use! You will also find most of these templates pre-configured and ready to use in the Lucid Meetings software platform.

Guides for Managers
Guides for Leadership Teams
Guides for Boards and Committees
Guides for Project Managers
Guides for Product Developers
Guides for Remote Teams

Guides for Managers
	How to Access the Wisdom of Your Group Paul Axtell - Seeking input from colleagues is different from the typical approach to group problem solving. Problem solving is a back-and-forth conversation. Seeking input from colleagues is a reflective exercise built around observing your colleagues discuss a... [ more ]
	How to Conduct Effective Exit Interviews Kim Seeling Smith - Use this meeting to uncover the reasons an employee chose to leave your company. Seek feedback that helps your organization make the changes necessary to prevent unwanted employee turnover in the future.
	How to Create a Team Plan For Better Meetings Elise Keith - Teams run this session to agree on plans for improving their meeting practice. Intended outcomes for this session include a shared understanding of meeting success, a one-month plan for changes to meetings, a defined list of next steps, and much... [ more ]
	How to Create a Working Team Agreement Elise Keith - Teams use this process to gain clarity about how they’ll work together over the next 3 to 6 months. These agreements increase team productivity and alignment by reducing confusion, duplication, delays, and misunderstandings.
	How to Create Team Camera-Use Norms Betty Johnson, PhD - If you like seeing others’ reactions through their facial expressions and body language, you’re not alone. When other people have their cameras off, maybe you feel less connected, more isolated, and anxious. But roughly a third of remote workers say... [ more ]
	How to Establish Decision-Making Criteria with a Group Beatrice Briggs - This meeting agenda template helps teams clarify the scope of an upcoming decision, the information they'll need to gather about each option they consider, and the criteria they'll use to evaluate these option. Use this template as a guide to help... [ more ]
	How to Handle Complaints and Questions Paul Axtell - Surfacing and working through questions and complaints is key to growing and sustaining a great organization (or personal relationship). While clearing questions and dealing with complaints are two separate processes, this meeting agenda template... [ more ]
	How to Host a Peer Mentor Meeting Elise Keith - These meetings give people from across your organization an opportunity to compare experiences and learn from one another as they work through a shared challenge, such as a significant organizational change or major project. Peers share what they’ve... [ more ]
	How to Lead a Sensitive Conversation Dr. Patricia Thompson - Use the helpful strategies in this meeting agenda template to facilitate group discussions about sensitive topics. While the techniques outlined can help to create more open dialogue in any meeting, they will be particularly valuable during... [ more ]
	How to Lead an Effective Decision-Making Meeting Elise Keith - This meeting agenda template explains how to prepare for and run a solid decision making meeting. This straightforward process walks your team through the critical decision making steps. It doesn’t rely on any specific analytical frameworks or fancy... [ more ]
	How to Run a Daily Leadership Huddle Elise Keith - The Daily Huddle keeps management teams coordinated, focused, accountable and efficient. Lasting just 10 to 15 minutes, a Daily Huddles ensures everyone knows what’s going on each day. The Huddle also provides a fast way to get quick answers to any... [ more ]
	How to Run a Decision-Making Meeting (Consensus) Richard Lent, Ph.D. - True consensus is something we value for its ability to unite a group around a particular decision. Too often, however, all we achieve is false consensus in which participants don’t share their concerns and the leader presumes to have everyone’s... [ more ]
	How to Run a Decision-Making Meeting (Consent and Compromise) Richard Lent, Ph.D. - An effective meeting should build alignment and commitment to any decisions. Different approaches to reaching decisions can be more/less useful in building commitment. And different approaches require different meeting actions. Consent and... [ more ]
	How to Run a Decision-Making Meeting (Group Consultation) Richard Lent, Ph.D. - Here you ask for the group’s input to shape a decision you are about to make. You propose a decision and gather the group’s reactions. This is an effective approach when you want to test some draft decision with the hope of modifying and improving... [ more ]
	How to Run a Mediation Preparation Meeting Kavana Tree Bressen - This template guides users through a pre-meeting interview in preparation for a conflict resolution session of 2-6 participants (+ facilitator). The latter session may be referred to as a mediation. The planned session will attempt to heal a... [ more ]
	How to Run a Near-Term Planning Meeting Elise Keith - Purpose: To decide on a new short-term plan of action during times of rapid change or crisis Expected Outcomes: A new short term plan for the next few days, weeks, or month Ideas about alternate plans you could try if this plan doesn’t work • A... [ more ]
	How to Run a New Leader Introduction Meeting Paul Axtell - Establishing a relationship with your new group or team is simple, common sense, and straight forward. In many organizations, it’s a missing piece in the puzzle called working together. The facilitator's guide for this meeting agenda template... [ more ]
	How to Run a One-on-One Meeting (30-60-90 Focus Plan) Paul Axtell - This meeting agenda template is one of two one-on-ones designed by Paul Axtell. One-on-one sessions can truly be a back-and-forth, give-and-take discussion that leads to transparency, clarity, and progress. The best one-on-one meetings are led by... [ more ]
	How to Run a One-on-One Meeting (Standard Check-In) Paul Axtell - This meeting agenda template is one of two one-on-ones designed by Paul Axtell. One-on-one sessions can truly be a back-and-forth, give-and-take discussion that leads to transparency, clarity, and progress. The best one-on-one meetings are led by... [ more ]
	How to Run a Proposal Feedback Meeting Richard Lent, Ph.D. - Gather productive feedback and build alignment on a new proposal or plan using this simple meeting structure. After presenting the proposal, you’ll lead the discussion using three feedback questions asked in a specific order. This meeting agenda... [ more ]
	How to Run a Quick Retro on Your Working Team Agreement Elise Keith - Teams use this process to review and update their working team agreement. This conversation can be scheduled as a stand-alone meeting or as part of a regular team meeting.
	How to Run a Team Alignment Meeting Paul Axtell - Leaders seek alignment when defining goals, making decisions, or formulating strategic plans. When it’s important to have everyone in the group on board with the outcome, working through this series of deliberate and thoughtful questions can help... [ more ]
	How to run a Team Check-In and Report-Out Meeting Elise Keith - Purpose: To ensure everyone has accurate information about what’s going on in the team, identify barriers to execution that need to be solved, and prepare updates to share with the rest of the organization. Expected Outcomes: Everyone has... [ more ]
	How to Run COVID-19 Team Meetings Using ORID Barbara MacKay - This guidebook explains how to prepare for and run important conversations regarding COVID-19 with your team using the ToP® Focused Conversation Method. Barbara MacKay briefly introduces the ToP® Focused Conversation Method, which was developed by... [ more ]
	How to Run High Performance One-on-Ones Elise Keith - Cisco studied engagement in over 15,000 teams and found that well- designed one-on-ones based on just two questions reliably boosted employee engagement and team performance. What are your priorities this week? How can I help? Before your weekly... [ more ]

Guides for Leadership Teams
	How to Create a Group Decision-Making Matrix Tammy Adams Spann - This process helps you and your team get clear on how key decisions will be made in the organization. At the end of the meeting, you will have a documented Decision Matrix listing types of decisions and how your team intends to handle each one going... [ more ]
	How to Establish Decision-Making Criteria with a Group Beatrice Briggs - This meeting agenda template helps teams clarify the scope of an upcoming decision, the information they'll need to gather about each option they consider, and the criteria they'll use to evaluate these option. Use this template as a guide to help... [ more ]
	How to Host a Peer Mentor Meeting Elise Keith - These meetings give people from across your organization an opportunity to compare experiences and learn from one another as they work through a shared challenge, such as a significant organizational change or major project. Peers share what they’ve... [ more ]
	How to Lead an Advisory Council (Braintrust) Meeting Elise Keith - This sensemaking meeting provides teams with feedback and insights they can use when tackling challenging projects. During the meeting, the team presents their challenge to the advisory council, where they can tap into the council members’ “... [ more ]
	How to Lead an Effective Decision-Making Meeting Elise Keith - This meeting agenda template explains how to prepare for and run a solid decision making meeting. This straightforward process walks your team through the critical decision making steps. It doesn’t rely on any specific analytical frameworks or fancy... [ more ]
	How to Refresh Your Strategic Plan Paul Axtell - All strategic plans become outdated quickly, but that doesn’t necessarily mean you need to start over. This relatively short meeting agenda template will help your team identify important changes in your circumstances and knowledge that you can use... [ more ]
	How to Run a Cross-Functional Weekly Update Meeting Elise Keith - This is the meeting agenda template the team at Lucid Meetings uses to run our weekly meetings. Needless to say, we think this format works pretty darn well. This meeting agenda template brings together leaders from different departments to share... [ more ]
	How to Run a Daily Leadership Huddle Elise Keith - The Daily Huddle keeps management teams coordinated, focused, accountable and efficient. Lasting just 10 to 15 minutes, a Daily Huddles ensures everyone knows what’s going on each day. The Huddle also provides a fast way to get quick answers to any... [ more ]
	How to Run a Near-Term Planning Meeting Elise Keith - Purpose: To decide on a new short-term plan of action during times of rapid change or crisis Expected Outcomes: A new short term plan for the next few days, weeks, or month Ideas about alternate plans you could try if this plan doesn’t work • A... [ more ]
	How to Run a Strategic Pivot Meeting Elise Keith - Purpose:To decide on a new strategy your organization can use to survive and thriveExpected Outcomes:A shared understanding of what changed and what the new strategy needs to accomplishInsights into leading indicators that inform your new strategyA... [ more ]
	How to Run a Strategic Plan Quarterly Refresh Meeting Elise Keith - During this meeting, teams review their strategic progress and establish targets for the next 90 days. Part retrospective, part working session, and part time-out, running a Quarterly Refresh makes sure your organization’s strategy stays present in... [ more ]
	How to Run a Strategic Planning Meeting (Goal Setting) Anna O'Byrne - This meeting agenda template is part of a strategic planning process designed specifically for use with remote participants. This process walks remote teams through creation of the core elements of a strategic plan: vision, mission, values, goals... [ more ]
	How to Run a Strategic Planning Meeting (Mission Setting) Anna O'Byrne - This meeting agenda template is part of a strategic planning process designed specifically for use with remote participants. This process walks remote teams through creation of the core elements of a strategic plan: vision, mission, values, goals... [ more ]
	How to Run a Strategic Planning Meeting (Organizational Values) Anna O'Byrne - This meeting agenda template is part of a strategic planning process designed specifically for use with remote participants. This process walks remote teams through creation of the core elements of a strategic plan: vision, mission, values, goals... [ more ]
	How to Run a Strategic Planning Meeting (Strategy Definition) Anna O'Byrne - This meeting agenda template is part of a strategic planning process designed specifically for use with remote participants. This process walks remote teams through creation of the core elements of a strategic plan: vision, mission, values, goals... [ more ]
	How to Run a Strategic Planning Meeting (Vision Setting) Anna O'Byrne - This meeting agenda template is part of a strategic planning process designed specifically for use with remote participants. This process walks remote teams through creation of the core elements of a strategic plan: vision, mission, values, goals... [ more ]
	How to run a Team Check-In and Report-Out Meeting Elise Keith - Purpose: To ensure everyone has accurate information about what’s going on in the team, identify barriers to execution that need to be solved, and prepare updates to share with the rest of the organization. Expected Outcomes: Everyone has... [ more ]
	How to Run a Weekly Leadership Team Meeting Elise Keith - Held at the same time and day each week, teams use this meeting to drive accountability and resolve issues impeding progress. This is an action-oriented working meeting rather than a reporting and information sharing meeting. The agenda leaves no... [ more ]
	How to Run an All-Hands Situation Update Meeting Elise Keith - This meeting may look similar to a high-stakes press briefing. One or more leaders will take turns sharing the content described below in the order that makes the best sense for the situation. Then, leadership will answer questions. The most... [ more ]
	How to Run COVID-19 Team Meetings Using ORID Barbara MacKay - This guidebook explains how to prepare for and run important conversations regarding COVID-19 with your team using the ToP® Focused Conversation Method. Barbara MacKay briefly introduces the ToP® Focused Conversation Method, which was developed by... [ more ]
	The Complete Toolkit for Strategic Planning with Remote Teams Anna O'Byrne - A strategic plan is a formal map that explains how your company will execute a chosen strategy. The plan should spell out where an organization is going over the next year or more and how it’s going to get there.Strategic planning with a remote team... [ more ]

Guides for Remote Teams
	How to Create a Remote Team Working Agreement Lisette Sutherland - Collaboration tools should help bring your team together and enhance the way you work. But there’s more to working remotely than just having the right collaboration tools in place. Good virtual team managers must foster team building, effective... [ more ]
	How to Create Team Camera-Use Norms Betty Johnson, PhD - If you like seeing others’ reactions through their facial expressions and body language, you’re not alone. When other people have their cameras off, maybe you feel less connected, more isolated, and anxious. But roughly a third of remote workers say... [ more ]
	How to Run a Latte and Learn Reflection Meeting Pilar Orti - This is a meeting agenda template for "Latte and Learn." Latte and Learn sessions help team members to learn together by reflecting on a recent experience as they share it with others. It is also an informal way of spreading knowledge through a team... [ more ]
	How to Run a Remote Team Check-In Meeting Elise Keith - This meeting agenda template is inspired by Wade Foster's blog post about how the distributed team at Zapier keeps their work in synch and their team connected when meeting from different time zones. This meeting agenda template is best suited for... [ more ]
	How to Run COVID-19 Team Meetings Using ORID Barbara MacKay - This guidebook explains how to prepare for and run important conversations regarding COVID-19 with your team using the ToP® Focused Conversation Method. Barbara MacKay briefly introduces the ToP® Focused Conversation Method, which was developed by... [ more ]
	The Complete Toolkit for Strategic Planning with Remote Teams Anna O'Byrne - A strategic plan is a formal map that explains how your company will execute a chosen strategy. The plan should spell out where an organization is going over the next year or more and how it’s going to get there.Strategic planning with a remote team... [ more ]

Guides for Boards and Committees
	How to Run a Board Meeting Using Robert's Rules Elise Keith - Love, hate, hubris, and anxiety - Robert's Rules inspires strong feelings and opinions in those who have come to know them. Regardless of how anyone might feel about Robert's Rules, we still see this pillar of parliamentary procedure listed as the... [ more ]
	How to Run a Formal Board Meeting Elise Keith - Boards have many responsibilities and must abide by certain rules and formalities, but there is no one set way to run a board meeting. For every board meeting, the directors must still determine what topics to prioritize, how to manage the available... [ more ]
	How to Run a Simple Board Meeting Elise Keith - Boards have many responsibilities and must abide by certain rules and formalities, but there is no one set way to run a board meeting. For every board meeting, the directors must still determine what topics to prioritize, how to manage the available... [ more ]
	How to Run a Startup Board Meeting Elise Keith - Boards have many responsibilities and must abide by certain rules and formalities, but there is no one set way to run a board meeting. For every board meeting, the directors must still determine what topics to prioritize, how to manage the available... [ more ]

Guides for Product Developers
	How to Run a Cross-Functional Weekly Update Meeting Elise Keith - This is the meeting agenda template the team at Lucid Meetings uses to run our weekly meetings. Needless to say, we think this format works pretty darn well. This meeting agenda template brings together leaders from different departments to share... [ more ]
	How to Run a Kaizen Event Dan Prock - A kaizen event, also known as a kaizen blitz or lean event, is a 4-hour to multiple-day working session aimed to remove process “wastes”. Wastes include over-production, over-processing, lost time, defective products, poor service, extra inventory,... [ more ]
	How to Run a Value Stream Mapping Workshop Dan Prock - A value stream map makes it easy to visualize the process used to get value to the customer. Functional teams visualize their group’s work and information flow so that everyone is able to see, understand and improve the making of the product or... [ more ]
	How to Run a Weekly Update Meeting Elise Keith - Inspired by the written report format put together by the fine folks at Weekdone, this meeting agenda template adapts the PPP status report into a status meeting where people can discuss the information they share. Used by product teams, technology... [ more ]
	How to Run an Agile Standup Meeting Elise Keith - Fast, structured, and to-the-point, the agile stand-up is meant to keep a team fully in-synch on fast moving projects. As you might guess from the name, the "stand-up" was originally designed for teams that would stand up together in front of the... [ more ]

Guides for Project Managers
	How to Run a Discovery Meeting Ingrid Bens - This meeting agenda template provides an excellent format for a consultant’s first meeting with a new client group, helping consultants better understand the organizations they serve. The process outlined here helps the client group explore the... [ more ]
	How to Run a Project Kickoff Meeting Elise Keith - This is the meeting agenda template the team at Lucid Meetings uses to run kickoffs for smaller projects. It covers all the basics, and gets everyone involved to create a strong mutual commitment to the project's success. During this meeting, you'll... [ more ]
	How to Run a Project Status Update Meeting Elise Keith - This meeting agenda template follows a standard format common in organizations with a well-developed Project Management Office. Most commonly scheduled as a weekly or bi-monthly meeting, this format is best suited for those managing cross-functional... [ more ]
	How to Run a Successful Project Retrospective Elise Keith - This meeting agenda template helps teams learn from project successes and failures together, and commit to change based on what they learned. Use this template as a starting place when designing your next project retrospective, and adapt the agenda... [ more ]
	How to Run an Urgent Problem Solving Meeting Elise Keith - This meeting agenda template helps a team find short-term tactical solutions to an urgent problem. The conversation includes time to gain a shared understanding of the problem, but focuses primarily on listing and evaluating possible solutions and... [ more ]

How To Guides For Every Meeting

Free Guides and Templates

Contents