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Templates / Team and management

Operations meeting

Operations meeting agenda template

An operations meeting agenda should start with safety, then compare last week's operating numbers against target, check next week's volume against staffing and equipment, and work through supply problems and customer escalations. Every off-target number and open problem should leave the meeting with one owner and a date.

Best forWarehouse, plant, distribution, field service and facilities teams

Meeting length30 to 45 minutes weekly, or 10 to 15 minutes as a daily huddle

SectionsSafety, last week's action items, KPIs, capacity and staffing, equipment and maintenance, supply and escalations, action items

FormatsGoogle Docs, Word, Notion, Markdown

Word Markdown

Weekly operations meeting agenda.docx

Weekly operations meeting agenda

Date Length45 minLed byOperations managerNotes by Numbers pulled byDue the day before

Item	Owner	Time	What we need to leave with
Safety	Safety lead	5 min	A corrective action and owner for each incident and near miss
Last week's action items	Notes taker	5 min	Done, rescheduled or needs confirming
KPIs against target	Operations manager	10 min	A reason and an owner for each miss
Next week: volume, staffing, capacity	Shift supervisors	10 min	The staffing gap as a number, and a plan to close it
Equipment and maintenance	Maintenance lead	5 min	A return-to-service date for anything down
Supply, inventory and escalations	Inventory lead	7 min	An owner for each issue
Action items read-back	Notes taker	3 min	One owner and a date each

Word MarkdownPastes into Google Docs, Word or Notion with headings and tables intact.

Word Markdown

Operations meeting notes.docx

Operations meeting notes

Date Site Week reviewed Present Notes by

Safety

Date	Where	What happened	Type	Corrective action	Owner
			Incident / Near miss / Hazard

Last week's action items

ID	Item	Owner	Status
			Done / Rescheduled / Needs confirming

KPIs

Measure	Target	Last week	Week before	Note
				Reason for any miss

Capacity and staffing

Day or shift	Forecast volume	Staff needed	Staff scheduled	Gap and plan

Equipment and maintenance

Equipment	Problem	Status	Chased by	Back in service
		Down / Running with issues

Supply, inventory and escalations

Issue, impact on the floor or customer, owner

Action items

ID	Item	Owner	Due	Done looks like

Word MarkdownPastes into Google Docs, Word or Notion with headings and tables intact.

Tri-County Fulfillment, weekly operations meeting, Week 44

Filled-in example

Tri-County Fulfillment, weekly operations meeting, Week 44

DateMonday, November 2, 2026, 7:30 amSiteBuilding 2Week reviewedOct 26 to Oct 31PresentAngela Ruiz (operations manager), Mike Dorsey (first shift), Kendra Hall (second shift), Luis Romero (maintenance), Faith Nguyen (inventory), Brian Cole (safety lead)Notes byFaith Nguyen

Safety

Date	Where	What happened	Type	Corrective action	Owner
Oct 29	Dock 4	Pallet jack rolled off the dock leveler while unloading. Nobody hurt.	Near miss	Check the leveler lip and put wheel chocks at dock 4	Luis
Oct 30	Aisle 12	Picker cut a hand on a loose banding strap, first aid only	Incident	Banding cutters at every pick station	Brian

Last week's action items

ID	Item	Owner	Status
O1	Order hydraulic pump for forklift #3	Luis	Rescheduled. Supplier backordered, now due Nov 6.
O2	Ask the staffing agency for 12 temps from Nov 9	Angela	Needs confirming. Agency confirmed 8 by email, nothing on the other 4.
O3	Cycle count aisles 20 to 24	Faith	Done, 0.6% variance

KPIs

Measure	Target	Last week	Week before	Note
Orders shipped on time	98%	96.1%	97.4%	Second shift short-staffed Wednesday and Thursday
Order accuracy	99.5%	99.4%	99.6%	7 mis-picks, 5 of them in aisle 12
Units picked per labor hour	110	104	108	Same short-staffing, plus forklift #3 down
Dock-to-stock time	24 hrs	31 hrs	22 hrs	Two containers arrived late Friday

Capacity and staffing

Day or shift	Forecast volume	Staff needed	Staff scheduled	Gap and plan
Mon to Wed, Nov 9 to 11	14,000 orders a day	46	41	Short 5. The 8 agency temps cover it if they show.
Thu and Fri, Nov 12 and 13 (customer promotion)	16,500 orders a day	54	41	Short 13. 8 temps plus overtime for 5 on second shift.
Sat, Nov 14	9,000 orders	28	0	No Saturday shift scheduled yet. Angela decides by Nov 4.

Equipment and maintenance

Equipment	Problem	Status	Chased by	Back in service
Forklift #3	Hydraulic leak	Down since Oct 14	Luis	Nov 6, if the pump arrives
Conveyor line B	Jams at the merge point about twice a shift	Running with issues	Luis	Vendor tech visit Nov 5
Label printer, pack station 6	Smudged labels, two scan failures	Running with issues	No owner yet	Unknown

Supply, inventory and escalations

Size 14 shipping boxes: 6 days on hand, so they run out around Nov 8. Next delivery is Nov 12, the first day of the promotion. Faith to ask the supplier to bring it forward.
Escalation: Brightway Pet Supply received 3 orders with wrong items last week, all picked in aisle 12. Two look-alike products sit side by side. Kendra to re-slot them.

Action items

ID	Item	Owner	Due	Done looks like
O4	Wheel chocks and leveler check at dock 4	Luis	Nov 3	Chocks in place, leveler inspection signed
O5	Banding cutters at every pick station	Brian	Nov 6	Cutters mounted at all 18 stations
O2	Confirm the other 4 agency temps	Angela	Nov 4	12 names on the Nov 9 roster
O6	Decide on a Saturday Nov 14 shift	Angela	Nov 4	Shift posted, or canceled with the reason told to the client
O7	Re-slot the look-alike products in aisle 12	Kendra	Nov 5	The two products at least two bays apart
O8	Bring the size 14 box delivery forward	Faith	Nov 3	A delivery date of Nov 6 or earlier, in writing

Tri-County Fulfillment, Brightway Pet Supply and everyone named are a fictional sample.

Best forWarehouse, plant, distribution, field service and facilities teams

Meeting length30 to 45 minutes weekly, or 10 to 15 minutes as a daily huddle

SectionsSafety, last week's action items, KPIs, capacity and staffing, equipment and maintenance, supply and escalations, action items

FormatsGoogle Docs, Word, Notion, Markdown

What to write in each section

Safety

Incidents, near misses and hazards since the last meeting, every time, first. Record where it happened and the corrective action, not just a count. If you also hold a safety committee meeting, send it the same records.

"Near miss, dock 4, pallet jack rolled off the leveler, Oct 29. Wheel chocks by Nov 3" is useful. "1 near miss" isn't.

KPIs

Only the measures you run the operation on, each with target, last week and the week before. Spend the time on misses and the reason behind them, not on reading the table aloud.

Capacity and staffing

Next week's forecast volume against the people and shifts you actually have. Write the gap as a number, then the plan to close it.

Equipment and maintenance

Anything down or running badly, who's chasing the fix, and the expected return-to-service date. Something with no owner here will still be broken next week.

Supply, inventory and escalations

Shortages, late deliveries and stock problems that will hit the floor in the next two weeks, plus customer complaints that need an operations fix. Anything that needs a call above the site goes to the management meeting.

Action items

One owner, a due date and what done looks like. Safety corrective actions go at the top of the list.

When to use this template

Your weekly ops meeting finds out on Thursday that you're six people short for Monday's volume.
A forklift has been "waiting on a part" for three weeks and nobody can say who's chasing it.
Supervisors from different shifts bring different numbers for the same week.

Questions people ask

Should operations meetings be daily or weekly?: Many sites run both: a 10 to 15 minute daily huddle on today's volume, staffing and anything down, and a weekly meeting for trends, next week's capacity and longer fixes. If the weekly meeting keeps getting pulled into today's fires, the daily huddle is missing or too short. Either way, keep the weekly agenda in the same order each week, as how to write a meeting agenda suggests for recurring meetings.
Why do operations meetings start with safety?: Putting safety first every time shows it outranks the numbers, and it makes sure near misses get a corrective action before they turn into injuries. When there's nothing new, it takes thirty seconds, but don't skip it.
How many KPIs should an operations meeting review?: Four to six is usually enough, covering service (on time), quality (accuracy), productivity and flow. If a measure never changes what anyone does, take it off the agenda and leave it in the weekly report.

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