Product ops is all about driving alignment, communication, and processes around the product. But how does the product ops team keep itself aligned and organized? One way is through dedicated product ops meetings. We know, we know — no one wants more meetings on their calendar. But with the template below, your team can ensure that this meeting will be productive, informative, and even motivational.

We’ve based this template on how Pendo runs their bi-weekly product ops meetings, but we realize that different product teams have different processes. Use the template below as-is or tweak it to fit your own needs. Or use it as inspiration for something completely different! In either case, we hope you find it helpful.

Bi-Weekly Product Ops Meeting

Note: It’s best to assign a designated “note-taker” to fill this agenda out during the meeting. 

Date:

Attendees:

Agenda

Agenda items should be due at least two days before the meeting. Then, the person running the meeting should structure them by priority.

  • Topic 1
  • Topic 2

Top focus

This is the summary section for the document once the meeting is over. Use it to summarize areas of focus for the meeting before it happens and add supplemental data below. The note-taking during the meeting should start in the “follow-ups from last meeting” section below.

Most important items to note from this week’s meeting: 

  1. Item 1
    1. Why it’s important
    2. Who is involved
    3. Any follow-up/action items that need to happen with respect to this item
    4. Any important dates related to this 

I. Follow-ups from last meeting

In this section, list items from the previous meeting that were assigned specific actions/follow-up. 

Example:  

  1. “X item had an action item from the last meeting assigned to ____.”
    1. Updates that can be shared 
    2. Any residual pieces of information the team should know about 
    3. Other parties/departments the team should inform (if necessary, make a note to disseminate information).

II. Data for this week

Sales inputs

This section includes input data/learnings from your sales team. For all items, link to data if it’s available. 

  1. What are the top deals we have been asked to review?
    1. Deal A
      1. Account owner, deal potential, deal type
      2. Product focus area
      3. Responsible party
      4. Action item(s)
  2. What deals have we made an impact on over the last two weeks?
    1. Deal A
      1. How product has helped with this deal
  3. What themes are arising from sales that we should be aware of?
    1. Theme A
      1. Number of deals we’re seeing with this theme
      2. Amount of revenue tied to this theme
      3. Any notes on what the competition is doing here
      4. Executive callout: Does the team want to invest time here, assign to an exec, and write up a formal request with data?
  4. Anything to celebrate on the deal side?
    1. Deals + revenue
      1. Who helped and what they learned/did in the process

Customer success inputs

This section includes input data from your customer-facing teams, including customer success, support, and onboarding. Again, link to any relevant data that’s available. 

  1. What accounts are at risk and why?
    1. Account A
      1. CSM, revenue
      2. Contract expiration date
      3. Reason(s) for at-risk
  2. What themes are we hearing from current customers?
    1. Theme A
      1. Number of accounts we’re seeing with this theme
      2. Amount of revenue tied to this theme
      3. Any notes on what the competition is doing here
      4. Executive callout: Does the team want to invest time here, assign to an exec, and write up a formal request with data?
  3. What are the top outstanding issues in production today?
    1. Issue A
      1. Customer(s) impacted
      2. Total revenue impacted
      3. Accounts impacted with contracts expiring soon (and when)
  4. Any quickstarts or training impacted by issues?
    1. Issue A
      1. Customer(s) impacted
      2. Total revenue impacted
  5. Anything to celebrate on the success side?
    1. Contract renewals.saves + revenue
      1. Who helped and what they learned/did in the process

Commits

Link to any available data.

  1. What items have been committed to/contracted recently and how are we resourcing them? 
    1. Commit 1
      1. Revenue, contract deal, customer(s) 
      2. Person who will move this forward

Review of customer feedback and roadmaps

Link to reports in your feedback management system.

  1. What are the top five feedback requests by revenue today?
    1. Request 1
      1. Action item and owner
      2. If the team isn’t handling this, how will they communicate it?
  2. What are the top five feedback requests by popular vote today?
    1. Request 1
      1. Action item and owner
      2. If the team isn’t handling this, how will they communicate it?
  3. Health check of product roadmap
    1. Is it up-to-date?
    2. Is anything changing? If so, PM should arm product ops with messaging.

Competitive intel

This should come from marketing, win/loss reports, or whoever is handling your competitive data.

  1. Item and details 
    1. Existing theme that this fits into, if applicable
    2. Decide if this needs executive attention

Beta review and product launch check-in

  1. Review of items in beta
    1. Item
      1. When it can be moved to the next stage
      2. What marketing needs to know (ideally, there is a release brief ready to go)
  2. Which items do product ops need to coordinate training for? What does the team need documentation for?
    1. Item
      1. Ask and action item for product ops

NPS review

  1. Review of NPS data over the last two weeks
    1. Themes that are surfacing
    2. Who has been responding (role, segment, etc.)
    3. Most suprising part of the data
  2. Review of NPS items that need an owner from the last two weeks
    1. Customer name
    2. Revenue and contract expiration date
    3. Product area of impact/feedback
    4. Owner from product or success

Anything else?

Use leftover time to bring up any important items that have come up. 

Examples: 

  • “Sales is really interested in hearing stories on how our product does X and Y.”
  • “X department saw turnover and we should be aware resourcing will be impacted, so here’s what we do for now.”

If you used this template for one of your meetings, let us know how it went. Tweet us at @Product_Craft.

About the Author

Sara is a content marketing manager at Pendo. As a Midwest native, she’s slowly but surely getting used to East Coast life — typically by searching for her latest favorite restaurant in NYC.