08.04
Run a 30-minute weekly numbers meeting
A fixed agenda that turns the scorecard into one or two decisions with an owner and a date each week.
Video walkthrough
- Same day, same time, same agenda
- Numbers first, stories second
- Find the one stage that missed its target
- Leave with one or two actions, each with an owner and a date
- Check last week's actions before making new ones
What you're building
A weekly meeting with a fixed 30-minute agenda, a filled scorecard on screen, and an action log. Each week ends with at most two changes to try, each with one owner and a due date.
Why it matters
A scorecard nobody reviews is a spreadsheet. A meeting without numbers is a conversation about the most memorable lead. The fixed agenda makes the review short enough to happen every week, and the action log shows whether changes worked.
What you need
- Last week's scorecard filled before the meeting (chapter 08.02 routine)
- Everyone who works leads, plus whoever controls ad spend
- The action log (template below)
Time and cost
- Time
- 30 minutes weekly
- Cost
- $0
Step by step
Fix the time and the owner
Pick a slot after the numbers are collected (for example Tuesday 9:00, since spend settles after 48 hours). Name one person who fills the scorecard by Monday evening and runs the meeting.
Check: A recurring invite exists with the scorecard link in it.
Follow the agenda exactly
Use the agenda template. The order matters: last week's actions first, so the team sees whether changes worked before adding more.
Check: The meeting ends on time with the action log updated.
Pick the one weakest stage
Look at the flags. If several stages missed, start with the earliest one in the funnel: improving show rate does nothing if nobody books. Use the decision rules in chapter 08.05 to decide where to look.
Check: The meeting names one stage as this week's focus.
Write at most two actions
Each action is specific, owned and dated: "Priya adds a same-day text reminder to the consult calendar by Thursday." Not "improve show rate". Note which number should move if it works, and when you will judge it (usually after 4 weeks).
Check: Every action has an owner, a due date, the number it should move, and a review date.
What success looks like
- The meeting happened four weeks in a row and finished in 30 minutes.
- The action log shows each change and whether its number moved.
Copyable templates
# Weekly numbers: week of ____
1. (5 min) Last week's actions: done or not? Did the target number move? (Read from the action log.)
2. (5 min) The scorecard: read the seven counts aloud. Any data problems? (blank statuses, test leads, mismatched dates)
3. (5 min) Flags: which rates or costs missed their target? Which is earliest in the funnel?
4. (10 min) The focus stage: use the decision rule for that stage. What specifically happened? Look at 3 real examples from the CRM.
5. (5 min) Actions: at most two. Owner, due date, number it should move, review date.
Not on this agenda: individual deal strategy, new tools, anything without a number attached. Park it.Date decided,Focus stage,Action,Owner,Due,Number it should move,Value before (4-week),Review date,Value after (4-week),Keep / drop
Try it
Minutes 0-5
Last week's actions
Done or not, and did the number move? No new ideas yet.
Minutes 5-15
Scorecard and flags
Seven counts read aloud, data problems fixed, earliest missed stage chosen.
Minutes 15-30
Focus and actions
Three real CRM examples from the focus stage, then at most two owned, dated actions.
How to test it
After four meetings, open the action log. Pass if every action has an owner, a date and a before/after value. If an action has no number attached, it was not a scorecard action; rewrite it or drop it.
Troubleshooting
The meeting turns into deal-by-deal storytelling.
Hold step 4 to three examples, chosen from the focus stage only. Move deal strategy to a separate pipeline meeting.
Numbers are not ready when the meeting starts.
Move the meeting later or the collection earlier. Never run the meeting on guesses.
Every week has five actions and none get done.
Cap it at two. An action not done by its due date comes back first next week before anything new.
Advanced technical details
Optional. You can follow every step above without these.
Technical detailsJudging whether an action worked
Compare 4-week totals before and after, not single weeks. With small numbers, a change of one or two people is noise. If the stage's base is under about 10 people a week, give a change 8 weeks, or accept that you are judging direction, not proof.