My 4-Hours / Week Meetings Framework
In early-stage startup, meetings aren't about looking busy but moving the needle.
Time and money are limited, so every meeting must have a clear purpose and lead to progress.
This is true everywhere, but it is even "more true" in small startups.
After spending countless hours in all kinds of meetings, I've learned one thing: limit the total number of meetings with your sales team to no more than 4 hours per week.
That's 10% of a standard 40-hour work week.
This framework has consistently worked whether I've been a full-time or fractional sales leader.
Here's my breakdown of the four must-have meetings:
1. Sales Meeting
This is your weekly alignment session.
Think of it as a team huddle where you reflect on what's working and what needs improvement.
Each team member shares:
Three things they learned last week
Three things they'll improve or start doing this week
Any blockers or challenges
After the team shares, you (the leader) update everyone on key business developments, such as essential KPIs, company wins, or upcoming changes.
This builds clarity and momentum.
2. Sales Forecast
Forecast meetings are where you dig into open deals.
You review each rep's pipeline for the month or quarter using a simple Google Sheet or CRM dashboard.
Focus on:
Goal vs. Achievement
Pipeline Creation (new deals added)
Pipeline Coverage (ideally, 3x your sales target)
Confirm that the following steps are clearly defined for deals likely to close soon.
Tip: Don't just ask, "How's this deal going?" Ask, "What's preventing them from signing by this week?"
Ask probing questions, and avoid the yes / no answers.
Also - remember to offer help close those deals.
3. Sales Coaching
This is where real growth happens.
Each week, pick one topic that helps the entire team improve.
It could be analyzing a lost deal, practising a tough objection, or listening to a recent call together.
The key? Coach - don't lecture.
Ask questions that get reps thinking and talking.
Your job is to guide, not dominate.
Example: After playing a recorded call, you might ask, "What would you have done differently in the objection-handling part?"
Role-plays - another great tool - are fun and engaging. Try them, too.
4. One-to-Ones
Never skip one-on-ones.
If done right, meetings are your most powerful leadership tool.
They are for praise, problem-solving, and personal connection. They are for "real" conversations.
Whether your rep is struggling or thriving, one-on-ones give you space to go deeper.
This is where walls come down.
Final Thoughts
Some people think meetings are a waste of time, and I understand.
I have personally been caught in the wrong meetings and run bad ones, too.
But is structured well, and these four meetings help you align, coach, forecast, and support your sales team.
Ultimately, they drive results.
Thanks for reading this far, see you all next week!
