Template
Quarterly planning meeting template
Once a quarter: look honestly at the last three months, choose a few things for the next three, and check there are enough people to do them.
The agenda, with a time for each part
- Last quarter: what we said, and what happened20 min
- Which goals did we hit, miss, or quietly drop?
- What surprised us?
- What we learned15 min
- What would we do differently, knowing what we know now?
- What the company needs from us next15 min
- What matters most to the business this quarter?
- Ideas for the quarter25 min
- If we could only do one of these, which?
- Capacity15 min
- How many working weeks do we really have, after holidays and support?
- Choose20 min
- What are we committing to — and what are we saying no to?
- Owners, first steps and how we check10 min
- Who owns each one, and when do we look at progress?
How the notes read afterwards
A made-up example, so you can see the shape. In a real call each line carries the words that were said and who said them.
Last quarter. Four goals: two done, one late, one dropped in week five without anybody saying so.
Capacity. Six people and thirteen weeks, less holidays and support: about 55 working weeks.
Committing to. Self-serve billing; halve the time to answer support.
Not this quarter. The mobile app redesign.
Running it well
- Count the working weeks before you choose. Most plans fail because they were made for a team with no holidays, no illness and no support work.
- Write the “not this quarter” list and share it. It is what stops new work creeping in during week three.
- Three to five commitments for a team. If everything is a priority, nothing has been planned.
Ways to change it
When to skip it. Never skip it, but when last quarter's plan is still right and half done, keep it to thirty minutes and carry on.
Questions
What should a quarterly planning meeting include?
A look back at the last quarter, what was learned, what the business needs, the team's real capacity, a few chosen commitments, and an owner for each.
How long should quarterly planning take?
Two hours for one team if the facts are gathered beforehand. A whole company usually needs a day.
How many goals should a team set for a quarter?
Three to five. Fewer, finished, is worth more than many, started.
What happens in the room
Everybody joins from the link, with no account. The agenda sits beside the call and each item fills in with what was said about it, under the name of the person who said it.
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