Business Builders • Monthly Cadence • Meeting 01

Extended Marketing Meeting

Monday, July 21, 2026  •  3 hours  •  All marketing staff
Jay OwenChris WebsterMaryAutumnNatalieJackieJaredHope

Why this meeting exists

We killed the separate AM, CM, and PM meetings because two teams were operating in silos, and leadership was finding out about client changes after the fact. This meeting exists so that never happens again. The goal is proactive: know every client, catch problems early, and make sure every one of us can articulate what Business Builders does and what we are doing for each client.

Ground rule: disagree freely in the room, but one unified decision walks out. At least one of Jay or Chris is in every one of these meetings.

0:00

1. Opening & Purpose

10 min
  • Jay frames why we are here and what a win looks like by the end of the meeting.
  • Quick check-in around the room: one word, plus one client you are most excited about.
0:10

2. Scorecard & Status System

20 min

This is our first meeting, so we set the measuring stick before we review clients.

  • Review the scorecard: clients per team, revenue managed, status counts.
  • Agree on who updates status and where it lives between meetings.
Decision to make today Finalize the objective status triggers so every client gets a color in the walkthroughs that follow.
🟡 Yellow triggersInvoice 30 days past due. Primary contact misses two calls without notice.
🔴 Red triggersInvoice 60 days past due. Client hires internal marketing support. Primary contact changes (stays red 60 days).
0:30

3. Client Walkthrough: Team 1

50 min

Each team walks its full client book, 3 to 5 minutes per client. Anything that needs more than 2 minutes of discussion goes on the Issues List for the final hour. We list issues during walkthroughs. We do not solve them.

Per-Client Template (one page per client)

  1. Status color and why
  2. What we are doing for them right now, in plain language
  3. Last strategic conversation date, and who owns the relationship
  4. Wins to celebrate or share
  5. Risks, warning signs, or things Jay and Chris should know
  6. Upsell or play opportunity, if any

— 10 minute break, 1:20 to 1:30 —

1:30

4. Client Walkthrough: Team 2

50 min

Same format, same template, same rule: issues get listed, not solved.

2:20

5. Package Clarity

25 min

Goal: everyone leaves able to explain the new structure in one breath. Today is alignment and input. The full restructure discussion happens at the August 4 quarterly.

Foundation

$3,500/mo

1 play. SEO included. No photography, video, or ad management.

Growth

$7,000/mo

3 plays. SEO included. Faster sprint cadence.

Scale

$15,000/mo

5 plays. SEO included. Full sprint cadence.

  • Social and content become plays clients can add, not standard inclusions.
  • Existing clients get grandfathered into the closest bucket, with minor price adjustments at annual renewal.
  • Team exercise (10 min): each person maps 2 of their clients to a tier and names the plays they would run. This surfaces gaps and misfits before August 4.
  • Capture open questions as input for the August 4 quarterly.
2:45

6. Issues List (IDS)

25 min
  • Prioritize the top 3 issues captured during the walkthroughs.
  • Identify, Discuss, Solve. Every solved issue becomes a to-do with an owner and a date.
3:10

7. Wrap

5 min
  • Recap to-dos with owners and dates.
  • Cascading messages: what do we tell the rest of the company, if anything?
  • Rate the meeting 1 to 10, plus one sentence on what to change for next month.
  • Confirm next meeting date.

Prep Before the Meeting

  • Each team member: one page per client using the 6-point template, status color pre-assigned.
  • Scorecard current: client counts, revenue per team, status summary.
  • One person assigned as scribe for the Issues List and to-dos.

What We Walk Out With

  1. Red/Yellow/Green triggers finalized and adopted.
  2. Every client has a status color and an owner.
  3. Every flagged client has a concrete next step with an owner.
  4. Top 3 issues solved or scheduled, with to-dos.
  5. Package tier questions captured for August 4.