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Posts tagged ‘meetings’

Monthly Strategic Meeting

As a follow up to my post about our Strategic Planning Meetings and our strategic planning process, this blog post describes the Monthly Strategic Meetings.


Every month, the strategic meeting is an opportunity to monitor and track the achievement of our objectives. It is an opportunity to assess what has been accomplished, to revise our goals and to adapt them based on external and internal changes. In short, this is an opportunity to inspect and adapt. It is also a time to consider new opportunities that may arise.

Objectives

Making decisions on proposals made to the strategic committee and support the people responsible for the various goals by helping the remove the obstacles they encounter.

During the meeting, presenters should explain what they need to achieve their objectives and propose a plan of action that can be accepted (or rejected) by the strategic committee members. The strategic meeting is not intended to present the work completed to date – since it is the responsibility of leaders to ensure that their tasks are completed – but have a plan of action that allows the successful achievement of the objectives.

Frequency

The meeting is held every month (the last Friday of the month).

Attendance

Who can be present at the monthly strategic meetings?

All employees interested and available can attend the meeting as “chickens“.

Participation

Who should be present at the monthly strategic meetings?

Each blue bubble (see diagram below) must have at least one representative present at the meeting. In addition, at least 2 of the following 3 people must be present: President, General Manager, Process Owner.

Organizational Structure

Strategic Committee

Voting

Who has the right to vote for decision-making?

All members of the strategic committee present at the meeting are entitled to vote.

Following the vote, what rule should be used to make a decision?

The decision-making will be the super-majority (2 / 3 of the votes). For a proposal to be accepted, the number of votes in favor of the proposal must be greater than or equal to twice the number of votes opposing the proposal.

Weekly Tactical Meetings

As a follow up to my posts about our Strategic Planning Meetings, our Monthly Strategic Meeting, and our strategic planning process, this blog post describes the Weekly Tactical Meetings.


Every week, the tactical meeting is used to plan the goals for the week and choose our priorities based on our current capabilities.

Objectives

  • Establish a quick plan for the week to come
  • Consider possible options for improvement and set priorities based on our ability to achieve them
  • Prioritize tasks and assign resources to support the activities.

The weekly tactical meeting is modeled after the daily stand up meeting used in Scrum with a key distinction. The group is much less interested in knowing what has been done but prefers to focus on what needs to be done within the next 5 business days to complete an objective. The meeting rarely lasts more than 30 minutes.

Strategic Planning Meetings

As a follow up to my earlier post about our strategic planning process, this blog post describes the Strategic Planning Meeting.


Every 6 months, the strategic planning team meets for our strategic planning meeting with the objective of assessing our progress towards achieving our vision and developing a strategic plan for the upcoming 6 months. As I already mentioned, strategic planning is an iterative process and as such, our strategic plan defines the objectives for the organization but does not carve them in stone.

The strategic plan is a realistic and pragmatic wish list of objectives and activities that we will strive to successfully complete – the plan is not a definitive set of end goals. For us, the plan is a road map to achieving the vision. It is more important to get closer to the vision than it is to stick to the plan or achieve the objectives as they were originally defined.

Objectives

Define and prioritize our strategic goals for the upcoming 6 months and assess our progress toward achieving the corporate vision.

Strategic planning

The strategic planning meeting sets the direction for the next 6 months. The goal is to make progress in achieving our vision and strategic goals in order to get us closer to the vision.

During the meeting, we establish the strategic action plan, which contains several targets for improvement in our service offerings, in our commercial software, and in our internal processes. After the meeting, the project office is responsible for the management of the strategic plan.

Each of the areas of expertise is responsible for monitoring their goals and in particular, they must ensure that their objectives are achieved or adapted to reflect the market conditions.

The objectives are documented in the backlog of the organization. Over time, the items documented in the backlog are broken down into activities and sub-tasks and are monitored through the monthly strategic meetings and the weekly tactical meetings.

A few simple rules to make meeting more efficient

  • participants need to respect the time box allocated to them for speaking;
  • there can only be one active discussion at any time;
  • electronic gadgets must be turned off should not be visible during the meeting;
  • the facilitator and the participants must be prepared before the meeting;
  • participants must arrive on time and cannot leave the meeting before the end;
  • guests can not enter the meeting or leave the meeting between breaks;
  • all participants must raise their hand before speaking;
  • discussions and debates are encouraged;
  • the language must always be respectful and there should never be personal attack during discussions;
  • once a decision is made, it needs to be supported by all participants.

Do you use simple rules for your meetings? Share them here…

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