How To Run a “Brain Trust” Pixar Style Feedback Meeting

Pixar’s Brain Trust method is one of the most effective ways to generate brutally honest, high-value feedback without egos or defensiveness getting in the way. But it only works if you structure it correctly.

Here’s the exact step-by-step playbook for running these meetings—so you catch critical issues early and improve work before it’s too late.

Step 1: Pre-meeting setup

To keep these meetings productive, your assistant should prepare three core documents ahead of time:

1. The meeting bible (Notion or Google Doc)

A single source of truth that includes:

• Ground rules: No authority, no defending work, no solutions.
• Meeting flow: Exact time blocks for each section.
• All relevant links: Docs, visuals, materials under review.
• Feedback template: Structure for written comments.
• Session goal: Clear statement of what’s being reviewed.

2. The feedback doc (Google Doc with comments enabled)

This is where participants will add structured feedback. It should include:

• Comment mode only (not suggestion mode).
• Dedicated sections for each reviewer, pre-labeled by name.
• Numbered feedback sections to match the speaking order.
• Color-coding system (e.g., red for major issues, yellow for minor ones).
• Sharing permissions set to “Anyone with link can comment.”

3. The follow-up template (Notion or Google Doc)

To track what happens next, set up a template that captures:

• Top 3 problems identified
• Specific examples cited
• Unanswered questions
• Next review date
• Status tracker for implemented changes

Step 2: Train the exact language

These meetings succeed because they remove ego, defensiveness, and unnecessary debates. That requires precise language.

Opening script (Start of meeting)

"Welcome everyone. We have 45 minutes today to review [specific work]. Before we begin, a reminder of our Brain Trust rules: No one in this room has authority to force changes. We don't defend our work—just listen and take notes. And we focus on identifying problems, not proposing solutions. Let's start with 5 minutes of silent written feedback."

Redirection scripts (During discussion)

• If someone proposes solutions:"That’s an interesting idea, but let’s first dig deeper into why the current approach isn’t working. What specifically feels off?"
• If the presenter starts defending their work:"I’m going to pause you there—remember, this session is just for listening. Let’s hear from others first."
• If feedback is too vague:"Can you point to a specific example where this becomes a problem?"
• If the discussion gets stuck or repetitive:"We’ve spent 8 minutes on this point. Let’s capture it and move on to ensure everyone gets time."

Closing script (End of meeting)

"We have 5 minutes left. I’m seeing three major themes: [summarize key points]. Any critical issues we haven’t touched on? [pause] Alright, I’ll send the summary within an hour. [Presenter name], do you want to schedule a follow-up review now?"

Step 3: Structure the time blocks

A strict time structure prevents meandering discussions and keeps feedback focused.

Pre-meeting (24 hours before)

• Send a reminder with Brain Trust rules.
• Share the blank feedback doc so participants can add thoughts in advance.
• Ensure all review materials are uploaded.

During meeting (45 minutes total)

→ 0-2 min: Reminder of Brain Trust rules.
→ 2-7 min: Silent written feedback (everyone types in the doc).
→ 7-35 min: Round-robin verbal feedback (structured discussion).
→ 35-42 min: Clarifying questions only (no solutions yet).
→ 42-45 min: Summary and next steps.

Post-meeting (Within 60 minutes)

• Send a written summary of key feedback points.
• Schedule a follow-up review if needed.
• Update the feedback tracker to log what changes get implemented.

Step 4: Set Up a Feedback Tracker

A simple spreadsheet helps track recurring issues and follow-through. Use columns like:

✔ Date
✔ Project/Item Reviewed
✔ Key Problems Identified
✔ Status (Open/In Progress/Resolved)
✔ Follow-up Date
✔ Notes

Your assistant should update this after every session—creating a paper trail of what was actually improved.

Step 5: Start small, then scale

To get the most out of this system, ease into it before expanding.

Start with:

✔ ️Low-stakes projects (early-stage work).
✔ Small groups (max 6 people).
✔ 30-minute sessions for tight feedback loops.

Then gradually scale to:

✔ Larger group reviews with more voices.
✔ 45-60 minute sessions for deeper discussions.
✔ Later-stage projects with executive-level feedback.

Why this works

I’ve run dozens of feedback sessions this way. The ones my assistant facilitates consistently produce better insights than the ones I run myself.

Why?

Because when you remove the highest-paid person's ego from the room, people actually say what they think.

And that means we catch major problems early, when they’re still cheap to fix—before they turn into disasters.

Want to implement this? Start with Step 1 and hand it off to your assistant.