Smarter Week

How to automate it

How to automate “run 1:1s with my direct reports”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, a few times a week
20%
of the time can be automated
Easy
to set up

Fix 1 of 2

Process fixBest fix

Run 1:1s from a shared running agenda the report owns

A running doc that your report fills in beforehand makes 1:1s shorter and more useful, and keeps a record you can use at review time.

Typically saves about 20% of the time20 min to set up
  1. 1Create one shared doc per report, newest meeting at the top.
  2. 2Ask them to add topics before the meeting; you add yours too.
  3. 3Start with their topics, end by writing actions with owners and dates.
  4. 4Cancel or shorten to 15 minutes when the agenda is empty.
  5. 5Or use the 1:1 feature in Lattice, 15Five, Fellow or Culture Amp if your company has it.

Tools: Google Docs, Notion or OneNote · Lattice, 15Five, Fellow or Culture Amp

Fix 2 of 2

AI

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

CEO / FounderGeneral Manager / VPDepartment head / DirectorPeople manager / Team lead

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for CEOs / Founders