The Calbria Minute - Bite Sized Tips for Busy Leaders
A weekly blog delivering quick, practical insights for busy leaders. Each post shares strategies to maximize your time, cut operational costs, and show how an Executive Virtual Assistant can streamline your business so you can focus on growth.
From Meetings to Momentum: Agendas That End with Action (1-minute read)
Make every meeting produce decisions, owners, and deadlines. Use this fast framework with your VEA as prep + scribe.
24 Hours Before (VEA Pre-brief)
Send one-page packet: purpose, 3 desired outcomes, attendees, pre-reads.
Gatekeeping: No pre-read, no speaking role.
Assign roles: Decider, Owner(s), Timekeeper, Scribe (VEA).
Agenda Design (Timebox the Flow)
Opening (5 min): confirm outcomes, decision rule (e.g., “one-decision by majority”).
Discussion (15–25 min): 1 topic ⇒ context (2), options (5), debate (10), decision (5).
Parking Lot: capture off-topic items; never derail the clock.
In-Room Protocols (Momentum > Minutes)
Start with outcomes on screen; end each topic with Decision / Action / Owner / Date.
Limit screens to one tab; no live-document rabbit holes.
The VEA updates the Action Log live.
Close Strong (2-Minute Wrap)
Read back commitments: Who / What / When / Next Block on Calendar.
Confirm follow-ups and the next milestone date.
End on time; early is a win.
After the Meeting (Within 30 Minutes—VEA)
Send Decision & Action Summary (bulleted, skimmable).
Create tasks in your system (Asana/ClickUp/Monday), assign owners + due dates.
Book prep blocks for owners; file Parking Lot to the right forum.
Copy/Paste Agenda
Outcomes (3)
Decision Rule
Topics (timeboxed)
Parking Lot
Decisions & Actions recap
💡 Pro tip: Put a standing 15-minute “Decision Review” on Fridays. Your VEA brings the action log; you clear blockers and keep projects moving without another big meeting.
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