Purpose
Standardize planning, scheduling, conducting, and follow-up for Weekly Strategy Meetings so they stay consistent, structured, and action-oriented.
Tools & Roles
HubTasks, Outlook, client channels (Email/Teams/Zoom). Primary owner: PM. Oversight: SPM. Participants: Specialty VAs, client stakeholders, internal team as needed.
Prepare
PM reviews prior notes/action items, drafts agenda with time blocks, finalizes ≥24 hours before the meeting. EA loads the Weekly Strategy Meeting template in HubTasks and confirms permissions.
Schedule
EA confirms client availability (time zones), prefers Teams unless client requests Zoom, creates the Outlook event with link and agenda, and sends invites ≥3 days prior.
Conduct
Start Fathom at the beginning. Start on time, follow agenda, capture decisions/risks/action items with owners and due dates.
After
Store transcript in the designated Drive Notes folder; add Fathom summary to HubTasks comments; enter action items in HubTasks same day; send client-facing follow-up summary within 24 hours; monitor progress and escalate delays.
SLAs
Agenda ≥24h before; invites ≥3 days before; HubTasks action items same day; follow-up within 24h. Deviations need SPM approval.