How a Real Estate CEO Runs Team Meetings Agents Actually Show Up For
Jim Roche takes us inside his office for a whiteboard breakdown on one of the most important parts of running a real estate organization: team meetings.
Instead of “just another meeting on the calendar,” Jim shows how he structures his team meetings so agents actually want to attend, stay engaged, get value, and come back every single month.
In this whiteboard session, he walks through:
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How he plans meetings months in advance
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Why consistency matters more than frequency
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The exact flow he uses for every team meeting
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How he mixes vision, motivation, training, and culture
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The small details that make a huge difference (like food, acknowledgements, and surprises)
Watch the full workshop on Youtube:
How Jim Structures Effective Real Estate Team Meetings
JR starts off by answering one of the questions he says he gets all the time:
"How do you write your team meetings? How do you get the room packed and consistently have agents show up?"
His answer starts with two core principles:
- Consistency of schedule
- Content that agents actually care about
1. Consistency: Same Day, Same Time, Same Flow
At Rarity, team meetings are:
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On the same day (Once a month on a Wednesday)
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At the same time
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Within a consistent time block (about 90 minutes)
For Jim, these aren’t “nice to have” team meetings are mandatory, because that’s when they deliver the most important updates, training, and culture.
2. Content: Bringing Value to the Room
"If you're having team meetings and you're not delivery valuable information, the room's going to be empty"
He spends the entire month curating content in a note on his phone. Ideas, market shifts, questions from agents, leadership insights – they all go into that note. When it’s time to finalize the meeting, he lays everything out and builds a structured agenda.
He also warns against having too many meetings with too little thought:
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If you’re doing once-a-week meetings and struggling with engagement, consider condensing your content into one powerful 60–90 minute session.
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Make each meeting feel important, intentional, and worth showing up for.
The Meeting Flow: Vision, Training, Departments, Sales & Culture
1. Opening
Every meeting starts with either:
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A vision segment – where he talks about where the company is going, what’s coming, and what he sees on the horizon
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A motivation segment – where he reconnects agents to their “why” and primes them for learning
2. Training: Education as the Backbone
After opening, Jim includes a training segment. WHY?
"Education is going to the backbone and foundation of their career. The more they learn, the more they grow, the more they earn."
The training topic is always:
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Tied to what’s happening in the market right now
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Centered on what agents are talking about or struggling with
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Focused on guidance they can’t get just from email or social media
He regularly brings high-level insights back from leadership rooms he’s in, like a recent trip to Austin with Gary Keller, Jason Abrams, and top KW agents doing $4M+ in GCI.
He knows his agents don’t have access to those rooms – so he sees it as his job to translate that information and deliver it directly to them.
3. Department Updates & Sales Segments
After the CEO portion, the rest of the meeting shifts to other leaders and department updates. Afterwards it turns into masterminds about what's happening in the market, trends, struggles, etc.
4. Culture
The energy in the room is as important as the content. Rarity Real Estate Team bookends meeting with an emphasis on culture
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Before: coffee, donuts, snacks → casual connection, warm up the room
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After: culture event, like a Thanksgiving potluck
These elements:
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Make meetings feel like events, not chores
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Keep agents hanging around to talk, connect, and deepen relationships
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Reinforce the idea that they’re not just in a brokerage, they’re part of a community
If you're an agent who wants:
- Real leadership
- high-level training
- systems and operations support
- a team culture that actually feels like a team
...then the Rarity ecosystem was built for you.
👉 Learn more about Rarity.OS – the operational and marketing leverage platform built to help agents scale without massive overhead
👉 Explore joining the Rarity Real Estate team
👉 Watch more episodes of behind-the-scenes leadership and growth content
