Mastermind meeting agenda template
Run a 90-minute session with two Hot Seats, and a 6-month rotation where every member gets the floor twice.
- 0:00Check-in round15 min
- 0:15Hot Seat 140 min
- 0:55Break5 min
- 1:00Hot Seat 225 min
- 1:25Commitments round5 min
One 90-minute session, block by block
Five blocks, two Hot Seats. Copy it into your calendar invite or your meeting notes, then adjust the timing to fit your group.
| Time | Block | What the facilitator does |
|---|---|---|
| 0:00–0:15 | Check-in round15 min | Each member shares a 1-2 minute update: what happened since the last session, any wins to celebrate, any urgent challenges. Listen for who might need Hot Seat time. |
| 0:15–0:55 | Hot Seat 140 min | One member presents a real challenge and the group works it through the full structure: presentation, clarifying questions, brainstorm and feedback, synthesis and commitments (10/10/15/5). |
| 0:55–1:00 | Break5 min | Stretch, reset, refill drinks. |
| 1:00–1:25 | Hot Seat 225 min | A second member presents. Same structure with condensed timing (7/5/10/3). Rotate who gets the longer Hot Seat each session. |
| 1:25–1:30 | Commitments round5 min | Everyone states one intention for the next two weeks. Keep it specific and actionable. These become the check-in material for the next session. |
The Hot Seat, step by step
One member sits in the Hot Seat and presents a challenge they're facing. The group listens, asks clarifying questions and offers perspective. The member leaves with clarity and concrete next steps.
- 110 mincondensed 7
Presentation
What's happening? What have you tried? What do you need from the group?
- 210 mincondensed 5
Clarifying questions
The group asks questions to understand the full picture. No advice yet, just understanding.
- 315 mincondensed 10
Brainstorm & feedback
The group offers perspective, ideas and advice. Encourage specific, actionable input.
- 45 mincondensed 3
Synthesis & commitments
Summarize the key insights. The member states what they're taking away and what they'll do next.
Full Hot Seat: 10/10/15/5 = 40 min · Condensed: 7/5/10/3 = 25 min
Before your turn
- Know your challenge: be specific, not vague.
- Share what you've already tried.
- Be clear about what you need: advice, perspective, accountability, or just to be heard.
- Be open to feedback, even the uncomfortable kind.
12 sessions, 12 members, two turns each
Meet every two weeks for six months. Two Hot Seats per session gives you 24 Hot Seat slots, so a group of 12 gets exactly two turns each: one full 40-minute Hot Seat and one 25-minute one.
- Sessions 1 and 2 build trust and set the norms. Sessions 3 to 10 are the deep work.
- Use sessions 11 and 12 for reflection: what each member accomplished, what changed, what's next. Revisit the goals from the Member Profile.
- Track who has gone. Some members volunteer eagerly; invite the quiet ones.
For a group of 6 to 8
Run three shorter Hot Seats instead of two longer ones: three of 20 minutes (6/4/7/3) in place of the 40 and the 25, and give the five minutes left over to the check-in. That's 36 slots over 12 sessions, so 6 members get six turns each and 8 members get four or five.
| Session | Week | Hot Seat 1 · 40 min | Hot Seat 2 · 25 min |
|---|---|---|---|
| 1 | 1 | Member 1 | Member 7 |
| 2 | 3 | Member 2 | Member 8 |
| 3 | 5 | Member 3 | Member 9 |
| 4 | 7 | Member 4 | Member 10 |
| 5 | 9 | Member 5 | Member 11 |
| 6 | 11 | Member 6 | Member 12 |
| 7 | 13 | Member 7 | Member 1 |
| 8 | 15 | Member 8 | Member 2 |
| 9 | 17 | Member 9 | Member 3 |
| 10 | 19 | Member 10 | Member 4 |
| 11 | 21 | Member 11 | Member 5 |
| 12 | 23 | Member 12 | Member 6 |
Six questions before the first session
Members answer these before session 1 and can see each other's answers, so the group starts with shared ground instead of introductions.
Tailor two questions to your group
- What's your current ARR?
- What's the biggest growth lever you're exploring?
- What's the project you're most proud of?
- What creative skill do you want to develop?
- 1What's your name and what do you do?
- 2What's your background: how did you get here?
- 3What are you working on right now?
- 4What's your #1 goal for this mastermind?
- 5What's your superpower: what can you help others with?
- 6One fun fact about you
Four rules for the facilitator
Your job is to hold the structure, not to teach.
Hold the time
Respect the 10/10/15/5 timing in each Hot Seat. The most common mistake is letting the presentation run long, which squeezes the brainstorm, where the real value is.
Draw out the room
Ask "What does everyone think?" before giving your own advice. The group's collective experience is what members came for.
Synthesize
At the end of each Hot Seat, sum up the key insights and confirm the member's commitments, so everyone leaves with the same next steps.
Keep it safe
A mastermind only works if people bring real challenges, not polished highlights. Set that tone in session 1 and keep reinforcing it.
Keep the group warm for the 14 days in between
Bi-weekly sessions leave two weeks between meetings. Three shared spaces carry the conversation until the next one.
Lounge
Quick questions, resource sharing and casual conversation.
Wins & Shares
Progress and breakthroughs, posted when something goes right. Celebration compounds momentum.
Members' Wall
Member spotlights and facilitator updates that keep the feed active between sessions.
Mastermind meeting agenda template · upcoach.com/templates/mastermind-meeting-agenda