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Quarterly Meeting

I. The Important​

This Quarterly Meeting Session has the value of refocusing everyone to implement in line with the company's direction, avoiding distractions that may lead us astray.

1. Session Objectives​

  • The goal of organizing Quarterly Meeting Session is to review goals we did last quarter, assess how we accomplished them, whether they have been done or not, in order to draw lessons learned.
  • After that, we will review the Company Vision to ensure that everyone agrees, and is heading in the right direction as set out.
  • Next important step is establishing new goals for the next quarter.
  • Lastly, we will tackle all the key issues, review our next steps and conclude.

2. Achievements​

After completing the Quarterly Meeting, participant will have:

  • A clear vision and direction
  • A clear execution plan for the next quarter
  • Resolved of all major issues

In Simplamo, we have established a scientific-logical agenda to organize an effective quarterly session, with suggestions for the Facilitator and Participants.

Let’s follow the Agenda and instructions on Simplamo.

II. The preparation​

1. Reports​

  • Preparing the results of revenue, profit, and measurable(s) for the quarter (whether achieved or not).
  • Result of Quarterly Priority Goal (accomplished or not?)
  • Any key long term issues that need to be discussed.
  • Other financial and management reports that the leadership team may need.

2. Meeting Organization​

  • Prepare the meeting room or venue (quarterly session will take place for one day from 7 to 8 hours).
  • Notify participant of the venue, schedule, preparation for their suggestion of priority objectives in the quarter, any issues to be discussed.
  • Other support activities.

3. Personnel arrangement:​

  • Meeting Facilitator: Similar to our weekly meetings, we need someone to lead the meeting in order, keep everyone focused, manage time, and summarize key points. Usually in most companies, the facilitator will be the CEO/COO/HRD.
  • Document scribe / Secretary: The person who takes notes and records important points on Simplamo.

III. Meeting Agenda​

*Note: The leadership team should organize this quarterly session first to determine the next quarter's execution plan for the entire company.

1. Objectives & Check-in - 20 Mins​

  • Signification:

    • Clarify meeting objectives
    • Good news
    • Identify issues

  • Facilitation:

    • Facilitator states meeting’s reason to keep everyone focused.

    • Then give everyone a few quiet minutes to come up with answers to the following three questions, start with the brave one and proceed to the left:

      • Best news: Personal and Professional
      • Update/Sharing: What’s working / What’s not working?
      • Expectations for this Session
      • Facilitator should listen carefully to their expectations, ensuring that they align with the objectives of the upcoming meeting.
      • The secretary takes note “what’s not working” as an Issue on Simplamo.

**NOTE for everyone:

  • Open: open-minded and open with each other
  • Honest: in that it is important to “just say it”; get it on the table

2. Prior Quarter Review (Rocks) - 30 Mins​

  • Signification:

    • Look back & draw lessons when setting priority goal.
    • Get completion percentage
    • Make sure everyone is on the same page with the previous quarter’s results. So that we can continue as smarter and more effective planners for the future.

  • Facilitation:

    • Review: Revenue, Profit, and Measurable(s), focus on the percentage achieved compared to the plan.

      Any questions or comments?

    • Review Quarterly Priority Goals

      • Company goals first; Individual goals second (no question or comment, will discuss at end)

        • Focus on Done or Not Done (even 99% means "not done").
        • Calculate the completion percentage for all the quarter's priority goals.

    • Lessons learned: Open it up for lessons learned, thoughts concerns, comments, questions, confessions.

      • Evaluate the overall score for the previous quarter.
      • Raise any issues (if any) and discuss later.

      **Note: this will take around 20 minutes and is the most important part of section 2.

3. Vision Review - 1 Hour​

  • Signification:

    • Look forward
    • Make sure everyone is on the same page
    • Remind everyone Stay-Focus

  • Facilitation:

    • The facilitator reviews each question to ensure everyone agrees with the Vision, and asks:

      • "Are we keeping this?"
      • "Do we need any adjustments?"
      • "Are we still working towards our tasks in line with this direction?"

    • If there are any adjustments, Secretary should make the changes on Simplamo by clicking on the pencil icon.

    • If there is an issue that requires further discussion, add it to the issue list and discuss it later.

    • Review the issue list and determine which one will be addressed "today".

4. 90-Days-Goal Planning - 2 Hours​

  • Signification: Focus on identifying the important things to do in the next 90 days to help achieve the 1-Year-Plan.

  • Facilitation:

    **Suggestion:

    • Facilitator can divide participants into 2 groups, each group will brainstorm Quarterly Priority Plan in 10 minutes.
    • Afterward, representatives from each group will present their ideal.
    • Facilitator will take note of similarities and differences, then finalize the ultimate Quarterly Priority Plan.
    • In this part, Facilitator may invite the CEO to finalize the Quarterly Priority Plan.

    **Steps to set up Quarterly Goal: Looking at your 1-Year Plan, last quarter’s goals and your Issues List, what are the 3-7 most important things that MUST get done this quarter? 

  • Step 1: Calculate the target Revenue, Profit, Measurable(s)

    • Step 2: Identify the top 3 - 7 priority goals that the company needs to achieve in the Quarter.
    • Step 3: Assign ownership of each goal to specific individuals.
    • Step 4: Determine the priority goals for each functional department that the leadership team members are directly responsible for.
    • Step 5: Finally, review the Issue List and remove any items that have been addressed by 90-days-goal.

5. Issue Solving - 3 Hours​

  • Signification: Address issues that may cause obstacles in the next 90 days.

  • Facilitation: Follow the Issue Solving process that we usually apply in Weekly Meeting.

    • Prioritize in order of 1-2-3: Solve as many as possible, and if time allows, prioritize in order of 1-2-3.

    • Principles of issue solving:

      • Identify the root cause.
      • Discuss solutions.
      • Finalize the solution and take a specific to-do.

    • For the remaining/unresolved issues: Make agreement which issue is still kept in the Company Vision, which issues can be addressed in the weekly meeting.

6. Next Step - 7 Mins​

  • Signification: Review all Actions/To-dos and the agreed-upon priority objectives for the next 90 days.
  • Facilitation: Facilitator summarizes To-do list have to be done, ensuring that everyone understands and agrees.

7. Conclude - 8 Mins​

  • Signification: Ensure that members' expectations are met. Collect feedback from members.

  • Facilitation: Give everyone 3 quiet minutes to answer three questions:

    1. What is their comment on today's session?
    2. Did we meet their initial expectations?
    3. Rate the meeting on a scale of 1 to 10.

    Start with a brave volunteer or go in a circle from the left.

So, you have find out the Meeting Agenda for Quarterly Meeting. Let’s keep organizing it every 90 days (3 times a year) to pursue your Vision.