Podcast

How To Plan A Quarterly Meeting

September 15, 2021

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I'm Court —online systems educator for coaches. I'm here to help you love your business again.

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Hear me out, quarterly meetings are not a waste of time. Honestly, it took me a hot minute to implement them in my own business, but even when I was a solopreneur, they proved to be a total game-changer. 

Quarterly planning meetings help get you out of that reactive mode and more into that proactive and planning mode. So how do you host a quarterly planning meeting? Check it all out below!


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Goals, Benefits, And Best Practices

 The big goals of a quarterly meeting are to identify the overall company goals and projects, as well as the individual goals that encompass those big company goals.

 Some of the benefits of a quarterly meeting include:

  • Creates focused time to hone in on the exact projects that need to get done and upcoming launches
  • Gives you the opportunity to review your biz growth and metrics from the previous quarter allowing you to make adjustments for the future
  • Allows you to get a strong pulse on your team
  • Gives you the time to evaluate your recurring operations and find ways to improve upon them

 A few best practices to get the ball rolling for planning your quarterly meetings are:

  • Block off enough time to really evaluate the last quarter and prep for the next quarter
  • Have your team take notes during the meeting on action items that need to be handled
  • Focus on planning only for the quarter ahead. You can have a broad idea of what you want to do later in the year. But things change so frequently, you don’t want to spend too much time building them out in too much detail.

The key to a productive and efficient quarterly meeting is to create a detailed outline. We’re giving you the 6 steps we take to structure our quarterly meetings on Team EE.

1. Review Last Quarter’s Accomplishments

Starting out with last quarter’s accomplishments sets the meeting off on a high note! A great way to find accomplishments is through using data in your biz. For example, you can look at how many new students you brought into your course or much revenue your 1:1 coaching program brought in.

We also like to highlight our team members by choosing one or two accomplishments that they each made and what they did to contribute to the success of the quarter.

2. Discuss How Each Team Member Felt About The Prior Quarter

To structure this discussion, create a quarterly meeting form for each team member (including yourself!) to fill out about one week prior to the meeting.

Some questions to ask on the form include:

  • On a scale of one to five, how would you rate the team’s communication and the past quarter? And why?
  • What was your favorite part of the quarter?
  • What was your least favorite part?
  • Do you have any short or long-term goals within the company? Or maybe do you have any short or long-term personal goals you want to share?
  • Is there any area you feel like you could improve on for next quarter?
  • What do you think the company should start and stop doing next quarter?

3. Review Last Quarters Big Projects 

Again, we like structure here on Team EE, so we have a detailed system for evaluating our projects! Have each team member (including yourself) go through the following steps to review your projects.

  • Step 1: Rate each project from the previous quarter on a scale of 1-5
  • Step 2: Go through your goal rating and WHY you chose that rating
  • Step 3: Mark whether each project was completed or need to still be completed
  • Step 4: Outline the obstacles you ran into while trying to accomplish those project
  • Step 5: What solutions will help you navigate these obstacles
  • Step 6: What do you need to adjust for the upcoming quarter to complete this project

4. Review Your Recurring Business Operations

Reviewing your recurring operations during your quarterly meetings allows you to ensure your operations support your biz.

You want to make sure that things like your general marketing strategy, social media management, and blog or podcast strategy are moving in the right direction. 

5. Revisit Your Annual Goals

Although it’s important to evaluate your annual goals every quarter, keep in mind that your annual goals can evolve and change! Looking at these goals during your quarterly meetings is a great way to make sure your quarterly projects support your larger goals and are pushing your biz forward.

It’s helpful to loosely plan the big projects you want to focus on for each month for the rest of the year. For example, maybe for the month of October you want to create a system for content repurposing, you want to hire a marketing assistant, and then you want to do a big cleanup and reorganize your Google Drive.

Having this loose idea of what projects you want to focus on each month allows you to add structure to support your overarching goals without getting too nitty-gritty into the details.

6. Break Down Your Next Quarter Goals Into Actionable Steps

We like to break our quarterly projects into actionable steps that we can plan for in our biz.

First, you want to identify 3-5 main projects for your team or business to focus on per quarter. Then you want to reverse engineer your projects into milestones.

For example, if your big project as you want to hire a marketing assistant some milestones you would need to hit are determining what the role is going to look like, decide when you want to onboard your assistant, and create a training program.

After you have those milestones, you want to break those down into tasks. For example, to reach the milestone of developing a training program, you have to outline what trainings you want to include, create the trainings, and then develop it into a program.

Reverse engineering your projects is a great way to develop a detailed, actionable plan and ensure all of the steps are taken to complete each project efficiently and on time!

Quarterly meetings are super important to have in your biz, even if you’re a solopreneur, so you can continue to scale and grow a sustainable biz that can function even if you need to step away for a vacation or time off. These meetings allow you to evaluate the past quarter and strategically prep for the next quarter!

 

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