Our leadership team members are spending up to an hour every week preparing their data, updating spreadsheets, and drafting notes before our Level 10 Meeting. How do we reduce this preparation time to zero so our team isn't wasting valuable hours on meeting admin?

Question

Tyler Smith · Accepted Answer

If your leadership team is spending significant time preparing for the weekly Level 10 Meeting™, you have built an inefficient, administrative monster. The Level 10 Meeting™ is designed to be a real-time, highly dynamic pulse. It should require zero preparation from the attendees beyond updating their individual weekly numbers and Rock statuses.

To drop your preparation time to near zero, you must simplify your tools and automate your data collection. Your weekly Scorecard should be connected to automated dashboards or updated by administrative staff before the meeting starts. The leaders should only have to look at the numbers, not spend hours calculating them.

Furthermore, issues should not be pre-written in elaborate detail. The Issues List is meant to be populated throughout the week as problems arise, or dropped onto the list in real time during the meeting. If leaders are writing long, multi-page paragraphs to explain an issue beforehand, they are doing the work of IDS® before the meeting even starts.

The rule is simple: log your issues with a three-word headline as they happen during the week, ensure your Scorecard metrics are entered by their owners, and show up ready to work. The meeting itself is where the work gets done. By eliminating pre-meeting prep, you save hours of executive time and keep the meeting raw and focused on active problem-solving.