Weekly/Monthly Review Meeting Cadence
Purpose
Defines the meeting schedule for Spartan Plumbing — what meetings happen, who attends, what is covered, and what outputs are expected — so that no key decision, KPI, or team update falls through the cracks. ## Who This Applies To
Josh (owner), team leads, coaches, and all full-time staff (attendance varies by meeting type). ## Monday Morning Meeting
- When: Every Monday at 7:30 AM
- Who: All field staff — MANDATORY attendance
- Location: Spartan shop / office, 446 Windsor Park Drive, Dayton OH 45459
- Duration: 30-45 minutes
- Agenda:
1. Safety topic of the week (5 min)
2. KPI recap from prior week — RPL, GBA, lead creation rate
3. Wins and recognition (specific examples called out)
4. Focus area for the week (pricing execution, review asks, specific job type)
5. Announcements — new policies, system changes, schedule notes
6. Open floor for questions
This is not optional. Field staff who are not on a job by 7:30 AM are expected in the building. Coaches use this meeting to set the week's tone. ## Weekly Leadership Sync (Josh + Team Leads)
- When: Friday, timing TBD by Josh
- Who: Josh + active coaches/managers
- Duration: 30 minutes
- Agenda:
1. Revenue vs. weekly target
2. Techs below KPI benchmarks — coaching plan for next week
3. Open hiring positions and pipeline status
4. Any customer escalations or major issues unresolved from the week
5. Next week's schedule and capacity check
## Monthly Operations Review
- When: First week of each month
- Who: Josh + office (the Operations Manager, Elise) + coaches
- Duration: 60 minutes
- Agenda:
1. Prior month P&L summary (revenue, gross margin, net)
2. KPI report by technician — recognize top performers, address gaps
3. Callback and recall rate review
4. Headcount: any open roles, hiring status, upcoming needs
5. Vendor and supply issues (Tradeshift, Lee Supply, etc. )
6. Technology or system issues to address
## Quarterly Business Review (QBR)
- When: Last week of each quarter
- Who: Josh only (or Josh + key leaders)
- Duration: 2-3 hours
- Agenda:
1. Quarterly P&L vs. budget
2. Progress vs. annual strategic plan
3. KPI trend analysis (is RPL improving over time? )
4. Hiring plan adjustment
5. Capital purchases for next quarter
6. Nexstar benchmark comparison
## Meeting Norms
- All meetings start on time. Waiting for latecomers wastes everyone's time. - Action items are written down with an owner and due date. - KPI reviews reference ServiceTitan data — not memory or estimates. - The Monday meeting is where culture is set. Josh or the senior coach leads it. ## Important Notes
- If Josh is traveling, a coach leads the Monday meeting. No substitute = meeting still happens. - Meeting notes and action items go into the appropriate Slack channel or ServiceTitan for tracking. - The Monday 7:30 AM meeting is the most important recurring touchpoint at Spartan. Do not cancel it. ## Related SOPs
- Revenue Targets & KPI Dashboard Guide — what numbers to review
- One-on-One Meeting Framework — individual coaching meetings
- Strategic Planning Process — how meeting outputs feed into strategy