The design for your Annual Strategic Planning sessions will depend on: Our gallery has a sampling of Strategic Planning meeting templates appropriate for those of you who need a place to start. Everyone needs to add another hour or two over the course of the quarter to prepare for the Weekly meetings by updating their metrics and action items. We call this an "anytime" meeting because it should be scheduled any time a serious strategic issue comes up. What should the targets for this coming quarter be? Everyone feels as though they have a right to have their opinion heard regardless of how relevant it is. . People want to work and lead from their driving motivators. What is the meeting's purpose? This was where we brought to bear all of the constructive tensions in the team and turn them into a better understanding of how to create value. Choose the right meeting cadence for your team. If this months challenge comes from the marketing department, and the safety lead doesnt really have any skin in that game, she may choose to bow out. If you took a poll of 100 leaders, youd be hard-pressed to find one whod say that theyd like more meetings in their lives, especially these days where 'Zoom fatigue' has become a factor.However, meetings can be a powerful construct for setting standards, making decisions, and lifting performance. This meeting can be scheduled any time its needed (hence the name) and/or scheduled on a recurring monthly basis. After all, you know what they say? #61: Learning to Say No - Listen Here Ep. This defacto power of veto will kill your decision making processes. What constitutes big or strategic? A complete meeting consists of three key phases: Plan - clearly define why you need to hold the meeting, the results that you want to accomplish and who needs to participate Before requesting a new meeting, ask yourself these five questions. You may know it by its other name: the daily stand-up. If you surveyed a room full of leaders, you'd struggle to find a single one who'd say they needed more meetings in their lives. After the Quarterly Strategic meeting, one person will make sure that the new targets are all set up so you can start reviewing them in next Mondays Leadership meeting. Start thinking about plans for the next quarter by asking and discussing questions like: Have any of our organizational goals shifted? Are the organizations actions lined up with the vision? Next, the leadership team has to decide the norms for running effective meetings (e.g., pre-published agenda and supporting documentation, key roles defined such as facilitator and note taker, plan to disseminate information). Every meeting in your team's meeting cadence should have a clearly defined purpose and agenda. Purpose: Often referred to as a daily stand up, the type of meeting is more administrative in nature and is designed to keep the leadership team in sync. It is a time to imagine bright futures and think big thoughts, then wrestle these visions into a form that can be translated into action. The leadership can communicate any upcoming changes and update employees as needed regarding the business plan. Where the annual planning meeting asks everyone to think big picture and long term, the Quarterly meetingrequires that teams face their truths. No one can do it alone. We've prepared facilitator guides for all the meetings described here, and put them together in a single packet that you can download at the end of the post. The Leadership Meeting Cadence: Bringing the concepts to life. one-to-ones Leadership team meetings A weekly team meeting cadence is often entirely too frequent. As the weeks go by, though, it gets easier to see which parts of the plan arent working out as planned. We're going to start with a look at the one on one meetings that you can use to challenge, coach, and confront your people. Purpose: The goal of this type of leadership meeting is to review progress on last quarter's goals, adjust processes as needed, and set goals and priorities for the upcoming quarter. The right meeting cadence helps a team accelerate towards their goal. A shared meal or two creates opportunities for deeper discussion and relationships. The first meeting of the month would be based on their agenda, and the second meeting of the month would be based on mine. KPIsWhat are the specific initiatives and results that you've committed to delivering? But it absolutely doesn't mean that you shouldn't seek people's opinion. If we dont think we can deliver long-term results, we wont work with you. More specifically, leadership team cadence is the necessary pattern of interactions (meetings, one-on-ones, written communications) that enable a leadership team to shape, monitor and adapt an organization's strategic intent.. Two words are emphasized in this definition. Instead of sending an email, I always used to pull up a chair. In todays world, the status quo is no longer an option. I had to be a little bit careful not to direct them, but rather to give them some guidance about how they might think through a problem, which is a slightly different thing. You've got the executive team that's taken out for probably a day and a half, and you've got every individual, some of whom have to come in from their operations, to present, sometimes for only 15 or 20 minutes. And sometimes we just pay difference to people's desire to know what's going on and to contribute. #2. Webster definescadenceas the flow or rhythm of events, especially the pattern in which something is experienced. Leadership Team Cadence invests in technology innovation and achieves operational excellence, under the guidance and leadership of some of the brightest minds and most experienced executives Executive Leadership Anirudh Devgan, PhD President and Chief Executive Officer View Bio Tom Beckley The right team meeting cadence depends on the purpose of the meeting, the team and the wider organization. Team meetings are also a place to gather, bond, and build rapport as a leadership unit. Each leader within an organization will have different priorities based on their specific job role or department. When we don't meet our performance standards, that we've set, we want to know why, and we want to know why in some detail, and we want to hold people to account for that. There are 5 meetings in the series. If it is important enough for you to be in the room, you're expected to contribute and participate, not just listen. Not everyone on the leadership team needs to attend the Monthly Strategic meeting. Were here to bring you the management meeting topics, tips, and tricks your leadership team needs to achieve success ! 3) Uncover ideas to work better together. Meeting Rhythms as outlined by Positioning Systems Strategic Discipline provide your business with: A Cadence of Accountability. Finally, I'd go out once a quarter and visit all of the operational sites to give them an update on how the company performed and what we needed from the organisation over the next three months. When you're dealing with a board, you have to give them the respect, of preparing well for them, which we always did. Setting a meeting cadence for projects is a practice that allows a project manager to create a routine, and get their team in the habit of meeting regularly to move a project along. There are two meetings in the operational cadence; a short Daily Huddle and a longer weekly team meeting. Project team meetings usually fall into this category. Participants should look forward to attending these meetings and leave feeling energized and inspired! Define metrics for meeting them, such as new quarterly targets, KPIs, etc. When assembled, the group starts an informal go around. Moving off site helps the group step away from the day-to-day operations, and provides better opportunities for reinforcing the relationships you need in place in order to work through challenging questions. However, its important to only focus on a few high-importance issues at a timedont lose valuable time talking about less important problems, or think that youll be able to discuss and solve everything in just one meeting. Both meetings also devote some time to building inter-team relationships, which helps the leadership group work well together. Lets electrify your people. At the end of the Monthly Strategic meeting, the team has a decision and a set of new action items to add to the list theyll review during next Mondays Weekly Leadership meeting. Conducting meetings to gather different viewpoints and inputs for key decisions is incredibly important. Just like the system of biochemical feedback loops between all cells, tissues, and vital organs of your body. In this meeting, teams drive accountability to the plan and identify and resolve issues impeding progress. The next day all 50+ leaders met in one conference room and presented their KPIs (pipeline, customer service, operating margin, etc.) I'm going to reference a number of past episodes today that fill in some of the gaps of the content I'm covering. This is an incredibly efficient approach to managing a business. Make sure people share any time when they plan to be unavailable, either due to work or personal commitments. Two words are emphasized in this definition. The importance of these meetings simply can't be underestimated, and if you're not doing enough one on one meetings, that's something you want to get on top of straight away. Start and end on time Respect your team's time by keeping the meeting on schedule. We get that. People have to have a high level of trust for the accountable person, so they're not hesitant to profit their opinions, judgement , and experience. Wait too long, though, and the organization either stagnates by sticking with a plan that no longer works, or loses coherence as people forget the original strategy and become lost in the everyday minutiae. Leadership team cadence is like the drum beat that helps a leadership team march in rhythm and alignment. But from a practical perspective, diversity is almost completely useless unless you can harness people's unique perspectives, experiences, and opinions to bring greater insight and value to a decision. Coaching may help. Feel free to copy & edit the email sample below when sending a meeting request to the team member. In his 2017 letter to shareholders, Amazon CEO Jeff Bezos emphasized the importance of accelerating decision making velocity. It's also where you empower your people by offering them support, guidance and encouragement. Why? Once youre clear about what you want, we create, align, and execute the plan to get you there. Just recently I had the benefit of sitting in on a day and a half leadership team meeting of a rapidly growing regional commercial landscaping company. I used to be able to walk around the floor and just pop into someone's office, close the door and say, "Hey, let's have a chat for five minutes." There are many types of business meetings: team meetings, 1:1 meetings between managers and their direct reports, distributed meetings, client meetings, stakeholder meetings, and leadership meetings, just to name a few. It can be very hard to get time on their calendar on short notice. If you're spending a lot of your time in meetings, you want to make them count!In this episode we talk about how to bring together all aspects of the individual AND group meetings that drive your execution tempo, as I let you in on my proven leadership meeting cadence.This is an incredibly detailed episode, so we've created a free PDF guide . It's not a democracy. But there are smart ways to do this, which create value, and really dumb ways that choke the life out of your decision maker's accountability, and kill any semblance of momentum that you thought you might be able to achieve. Now every leadership level has the same performance categories, but obviously a different focus on each, depending on the scope and time horizon of the role. LET'S SPREAD THE LOVE. Finally, the leadership team needs to periodically evaluate the effectiveness of the cadence (e.g., Are we going deep enough into our KPIs to drive results?, Are all of our meetings taking longer than the allotted time?) How often should you meet? Whats going on in the outside world that means your plans need to change? This is how you keep accountability to execution front-and-center. Quarterly Strategy meetings often raise questions about what the original strategy actually meant, as differences have had time to grow. While the plan above looks and sounds like a ton of time spent in meetings, it represents just 10% of a full-time employee's available time. I would bring my executive team together at least once a week to discuss performance. What gets measured gets done. The leaders researching the challenge dug into the details, and sent a report to everyone outlining the facts. But on top of these formally scheduled one-on-ones, twice a month, once on their agenda, once on mine, we also had drop-ins all the time. Some common meeting cadences are daily, weekly, bi-weekly, monthly, bi-monthly, and quarterly. Now, a lot of people who've had to go through those quarterly business reviews, hated them. Recently weve been exploring the science and theory behind what makes meetings successful. Accountability isn't just a problem in your business. And finally, adopt Lencioni's daily, weekly, monthly and quarterly meeting cadence. We are building on the work of the many others who have gone before. Leaders are paid to make good decisions, in a timely manner, so don't let well meaning people hijack the process. Episode #111 // If you took a poll of 100 leaders, you'd be hard-pressed to find one who'd say that they'd like more meetings in their lives, especially these days where 'Zoom fatigue' has become a fa. Youre basically looking for everyone to agree and to find a point of compromise before you make a decision. These gatherings are mistaken for meetings. Expect to kill some trees if you want to print it out; its hefty stuff. These conversations put you eyeball to eyeball with another human, and you're not always going to see things the same way as each other. The first, was for the individuals to get support from me, so that anything they were unsure about, they could tap into my brain space. The 4 core meeting agenda templates and the meeting cadence used by high-performance leadership teams to drive strategic execution. New leaders can start by joining a cohort or a community of practice with other leaders, whether it's live, online or uses a combination of both. These meetings can be used by leadership to communicate any upcoming organizational changes to employees and ensure that they get relevant information on time. I'll then share the different types of group meetings I used to manage team performance with my leaders. Nine rules for running a productive stand-up meeting. It was because meetings are the most powerful tool, but also the most neglected, underdeveloped, and misapplied tool, we can use to create a healthy business. These skills are leveraging all types of situations. I don't think we should do it, and everything grinds to a halt. A major initiative, relationship issues they were having with their peers, how to influence one of the directors on the board, one of their staff that perhaps wasn't performing up to scratch, they could put anything on that agenda that they liked, and I was basically in mentor mode. Notice the cadence, pauses, and the repetitions in the speech. Anticipate at least 30 minutes for each smaller decision. Without strong, single-point accountabilities, you can fall into the trap of decision making by consensus. In the case of the town hall style meetings, to do people a courtesy, of showing that what they do is important enough for me to be on the ground talking to them, not just sitting in an air conditioned office somewhere, judging them by the reports that turned up in my inbox. For example, the CFO may be focused on finances while the HR Director is likely more concerned with how budget changes would affect their staff. Many teams have stand-up meetings every day . Sometimes, the purpose is simply to gather information. With group meetings, they're for alignment of objectives and assessment of performance to targets. Pauls Strategic Refresh is a shorter meeting that can be used as a Quarterly Refresh for groups that dont want or need to go this deep. Establish trust. They only set up a meeting when they feel the need for it. What do we specifically need to start, stop, and continue? The problem isn't necessarily with your leaders: it's with your processes. But this develops into some really nasty habits. For example, during a crisis a leadership team is likely to adjust its cadence to meet and communicate more regularly so that increased visibility is given to those actions that will help the organization recover from the crisis. Maybe some departments are crushing it and others always seem to be struggling. Better yet, well understand and create a plan. In the first week, there isnt much to report. In the lead up to the board meeting, we'd work out what we were taking up and why, and we'd make sure that our key messaging and tone was exactly right. If it's just you running the meeting, you can do the same thing on your own: test your equipment and go through the presenting motions just as you would during the real thing. Finally, we developed this meeting cadence after lots of research and experimentation. Before we schedule a meeting, we like to ask the following questions. The Leadership Meeting Cadence Episode #111 transcript. #44: The Standard You Walk Past is the Standard You Set - Listen Here Ep. All of these group meetings were designed to focus on value delivery and performance. Your team needs the ability and willingness to raise and wrestle with hard issues. This is an incredibly detailed episode, so we created a helpful (completely free) PDF resource to consolidate this weeks key takeaways. If you use or want to try out this pattern with your team, you should give our software a try. This is a longer meeting involving key decision makers in your organization. At Relationship Impact wedefineleadership team cadenceas thenecessarypattern of interactions (meetings, one-on-ones, written communications)thatenablea leadership team to shape, monitor and adapt an organizations strategic intent. Why? Sometimes, people want to share a problem, so they don't feel singularly accountable for solving it. Definition Team Cadence Meetings are used to keep teams aligned towards a common goal, to keep everyone informed, and to ensure work momentum. If the team lacks discipline or constructive dialogue techniques, you can try establishing this meeting cadence as part of how you build that. But now that we've got all of that, I'm deciding that we're going to go here and we're going to do this. Yup, you did hear that right. That's how people are going to get the confidence to contribute because it's not wasted. 1. So like those who report directly into you having a meeting with those, these are all those people who report to you to come together as a team in a meeting led by, you usually take about an hour and are . 2) Fix inter-team problems and frustrations. It goes beyond training and engagement. I would love to set aside dedicated time for us to meet 1 on 1 privately. This gives people time to talk in small groups and think through any hard issues. But now they can see their goal before them! Your weekly leadership meeting is one of your company's most important meetings. If so, what are our new goals going forward? You feel a chill of exhilaration and cant wait to do more. Eliminating a lot of email back-and-forth spent coordinating schedules, hand-offs, etc. Were ready when you are, but were not for everyone. OKR Examples You'll want to develop your own Meeting Flow Model that connects all the dots. I didn't need to be involved day to day. Leadership meetings are one of the most importantbut why? Yearly meetings are best reserved for performance reviews and larger all hands meetings. What's changed? During this meeting, the direct report shares specific information about the projects they're working on, and managers provide feedback, insights, and guidance. Instead, much more time goes directly into problem solving. You know this stuff will come up, so you might as well have a plan for dealing with it. The strategic planning process is where teams paint their grandest visions. The first thing, was the central safety committee. We covered off the topic of performance reviews in Episode #96, a few months back, but I want to broaden this out a little to talk about how to bring together all aspects of the individual group meetings that drive your execution tempo. How do you liberate your people in a way that allows them to contribute, without turning the process into an all care, no responsibility, shit show? Held every day except Monday, when the team already spends 90 minutes together. Lucid Meetings is a system designed to support a meeting cadence like this. You can also offer recognition for specific leaders who embrace the company's values, which can help you show employee appreciation and set an example for other leaders. Everyone stands if meeting in person. Solutions Leadership Teams Plan meetings better, use the time well, establish a meeting cadence and help your team focus on putting your strategic priorities into action. Our choices may or may not be right for you, so Ive listed a selection of additional resources below. "The process is not the thing. The Cadence of today is an award-winning, internationally recognized leader in the travel industry and has received numerous accolades for workplace culture. Some issues are straightforward, so the team knocks those out in the weekly meeting. In reality, some people will spend more time than this. There youll find lots of variations on this theme, and perhaps some alternate techniques that better fit your crew. Heres one way you might plan out this cadence for a quarter. And while you might be tempted to schedule meetings on an "as-needed" basis or one at a time, we recommend choosing a definitive meeting cadence so leaders know what to expect. Subject: Let's set up our one on one meetings cadence. Prime the Pump Oh, weren't those the days when we could travel! You need to have a way to measure your leader's performance based on both their results and their behaviours. Expect resistance. Tips to improve productivity for recurring meetings 1. Keep operational and strategic meetings separate. Preparation is required. These meetings will cover the Relationship Strategy-on-a-Page as defined in the BRM Institute Business Relationship Management Interactive Body of Knowledge (BRMiBOK) which included the shared vision for the BRM-business partner relationship, relationship characteristics, performance measures, key initiatives, and operating principles for the . While there is some discussion of status and progress, this agenda keeps all that short. Thats motivation. 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