Fix the time and the length
Pick one slot, the same every week, and stop at fifteen minutes. A short meeting is easy to keep, and a long one gets cancelled the first busy week. Hold it standing or on a call so nobody settles in.
Bring three things
Come with the ticket tags that grew this week, the three oldest open tickets and one customer message someone found hard. Pull them from your help desk before the meeting so nobody searches for them live.
Pick one problem
Choose the single issue that cost the most time or caused the most unhappy replies. Resist a list. One problem fixed each week is more than ten problems discussed.
Decide who does what
For the chosen problem, agree an action, an owner and a date. Typical actions are a new saved reply, a help article, a bug report or a change to a form. If nobody owns it, it will not happen.
Keep notes in one place
Write the decision in a shared note or a pinned ticket, no more than three lines. Next week, start by checking last week's action before choosing a new problem.
Leave other topics for later
Park anything that needs more than two minutes. Hiring, tools and pricing belong in a longer monthly conversation, such as a retro or your weekly review.