Business coaches or EOS Implementers™ teach that Quarterly Meetings should follow the same basic process in order to keep leadership teams in proper alignment. Below is the Quarterly Meeting Agenda:
To get the ball rolling, each person in the meeting shares the following:
1. The best news from the last 90 days
2. What is and isn’t working within the organization
3. Expectations for the meeting
This part of the meeting helps to get everyone working on the business, and also helps to set the stage for the real work ahead.
2. Previous Quarter Review
Leadership teams review financial numbers (including quarterly revenue, profit and gross margin) and the Rocks from the previous quarter to see which ones were achieved. If you didn’t complete at least 80%, discuss why. Incomplete Rocks can be carried over to the next quarter, the last portion of the Rock can be turned into an action item for the To-Do list, or it can be reassigned to someone else.
3. Review the Vision/Traction Organizer™ (V/TO™)
Next, teams review the V/TO to refresh their memory about the vision and to ensure that everyone is on the same page. If there are any concerns, questions or confusion, this is the time for individuals to speak up.
4. Establish Next Quarter’s Rocks
List all items that must get done this quarter. Decide to keep, kill or combine everything on the list to get down to the top 3-7 Rocks for the company, assigning ownership to each item.
5. Tackle Key Issues
Using the Issues List, remove all issues that have been resolved and add new items as needed. The issues are resolved using the Identify, Discuss and Solve (IDS) Issues Solving Track™, in which teams identify the root cause, openly discuss possible solutions and then conclude by defining actions steps that will be completed to resolve the issue. Those that aren’t ready to be resolved are carried forward.
6. Next Steps
Everyone discusses the next steps in terms of who is in charge of what and whether there are any messages that need to be communicated to the organization based on any decisions made in the meeting.
Finally, team members share three things to end the meeting, including their feedback on whether their expectations were met or not, and their rating on the meeting from 1 to 10. To be the most effective, you want to shoot for the average rating to be at least an 8.