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You can find an introduction to Planning Meetings in Chapter 24 of Where the Action Is. These resources will help you plan, run, and troubleshoot the specific Planning Meetings your team needs.

Definition

A Planning Meeting is used to create a plan and secure commitment to taking the first steps.

Questions Answered

  • Given this new goal and what we know now, what’s our plan?
  • Who will be responsible for what by when?

Examples

  • Project Planning
  • Campaign Planning (Marketing)
  • Product Roadmap Planning
  • Sprint Planning
  • Event Planning

Purpose

  • Create plans.
  • Secure commitment to implementing the plans.

Work Outcomes

  • A documented rough plan that can be quickly formalized after the meeting.
  • Clarity about who will do what by when.
  • Visibility into dependencies, missing resources, and known problems to solve.
  • Awareness of the known unknowns; those areas in need of further investigation.

Human Outcomes

  • Understanding of the plan’s scope.
  • Clarity about how one’s work will be coordinated with others.
  • New knowledge about the possible ways to approach this work.

Meeting Agenda Templates and Guides

Gathering Productive Feedback to Build Alignment on a Proposal or Plan

Richard Lent, Ph.D. - Gather productive feedback and build alignment on a new proposal or plan using this simple meeting structure. After presenting the proposal, you’ll lead the discussion using three feedback questions asked in a specific order. This meeting agenda template can be used to create a stand-alone meeting dedicated to... [ more ]

Getting Clarity on Decision Making by Creating a Decision Matrix

Tammy Adams Spann - This process helps you and your team get clear on how key decisions will be made in the organization. At the end of the meeting, you will have a documented Decision Matrix listing types of decisions and how your team intends to handle each one going forward. Teams that use a Decision Matrix experience increased... [ more ]

Remote Team Working Agreement

Lisette Sutherland - Collaboration tools should help bring your team together and enhance the way you work. But there’s more to working remotely than just having the right collaboration tools in place. Good virtual team managers must foster team building, effective communication and group cohesion. So how do we get every team member... [ more ]

Strategic Plan Refresher

Paul Axtell - All strategic plans become outdated quickly, but that doesn’t necessarily mean you need to start over. This relatively short meeting agenda template will help your team identify important changes in your circumstances and knowledge that you can use to refresh your strategy and keep it relevant.

Strategic Planning 1 of 5: Vision Setting Meeting

Anna O'Byrne - This meeting agenda template is part of a strategic planning process designed specifically for use with remote participants. This process walks remote teams through creation of the core elements of a strategic plan: vision, mission, values, goals and strategies, resulting in what we call The Essential Strategic... [ more ]

Strategic Planning 2 of 5: Mission Setting Meeting

Anna O'Byrne - This meeting agenda template is part of a strategic planning process designed specifically for use with remote participants. This process walks remote teams through creation of the core elements of a strategic plan: vision, mission, values, goals and strategies, resulting in what we call The Essential Strategic... [ more ]

Strategic Planning 3 of 5: Defining Organizational Values

Anna O'Byrne - This meeting agenda template is part of a strategic planning process designed specifically for use with remote participants. This process walks remote teams through creation of the core elements of a strategic plan: vision, mission, values, goals and strategies, resulting in what we call The Essential Strategic... [ more ]

Strategic Planning 4 of 5: Goal Setting Meeting

Anna O'Byrne - This meeting agenda template is part of a strategic planning process designed specifically for use with remote participants. This process walks remote teams through creation of the core elements of a strategic plan: vision, mission, values, goals and strategies, resulting in what we call The Essential Strategic... [ more ]

Strategic Planning 5 of 5: Setting Strategies

Anna O'Byrne - This meeting agenda template is part of a strategic planning process designed specifically for use with remote participants. This process walks remote teams through creation of the core elements of a strategic plan: vision, mission, values, goals and strategies, resulting in what we call The Essential Strategic... [ more ]

The Complete Toolkit for Strategic Planning with Remote Teams

Anna O'Byrne - A strategic plan is a formal map that explains how your company will execute a chosen strategy. The plan should spell out where an organization is going over the next year or more and how it’s going to get there. Strategic planning with a remote team can present both challenges and opportunities.... [ more ]

Lucid Blog Posts

Tammy Adams Spann (2018). Have you ever given your opinion and had it implemented as a decision? Worse yet, have you made a decision only to have it overridden by someone higher up the food chain?

Richard Lent, Ph.D. (2016). As a leader, you can choose to make your meetings more effective by understanding how to structure them and when to hold them to accomplish real work together. Effective meeting structure is the key.

Elise Keith (2015). The surprise for us was how well this process works for small businesses, regardless of whether they work remotely or all at one location. The Toolkit provides a do-it-yourself guide to planning that a busy small business can use to quickly create a usable plan.

Anna O'Byrne (2015). During the strategic goal-setting meeting, teams work to agree on typically three to five goals. To land on strong strategic goals, you need to spend time looking at the landscape in which you operate. You may even need to gather data.

Elise Keith (2015). When an organization’s values appear as guiding principles, a code of conduct, or a culture code that explains how the organization intends to operate in accordance with those values, a values statement makes a promise.

Anna O'Byrne (2015). Imagine a product design department sitting down to brainstorm new features. Now, imagine they come to a head; there are differing points of view. What should they do? Well, if they’re acting strategically, they refer back to their strategic plan...

Elise Keith (2015). With this process, you’re aiming for a strategic plan that’s rooted in a clear understanding of your current situation, and that lays out a framework for moving forward that your whole team understands and embraces.

Elise Keith (2015). The process outlined in this series helps the group create a plan that accurately reflects where they are and a view of where they’re going together. While having a plan is super useful, you may find the process of creating that shared understanding together to be equally as valuable.

Glossary of Meeting Terms

Technique

Activity modeling is a method used to illustrate how a system works. In an activity modeling workshop, the group works together to outline a sequence of steps and the component pieces involved in creating a behavior...
A Pareto Analysis is a decision-making technique used to choose a limited number of actions to take that will result in a significant impact. The analysis uses the Pareto Principle (the 80/20 rule), which states for...
A PDPC is used to understand the steps related to reaching a goal then find ways to increase the chances that the plan will work as desired. During the meeting, the team reviews the project plan, looking specifically...
RAID stands for Risks, Assumptions, Issues, and Dependencies. Teams may conduct a RAID analysis as part of their project planning meeting, then produce a RAID board which they can review, update, and revisit during...
A swim lane diagram is a type of flowchart. The diagram usually shows a process, and steps are divided into categories to distinguish which departments or employees are responsible for a certain set of actions....

Meeting Type

A Pre-Mortem is a meeting before a project starts in which a team imagines what the project would look like if it succeeded and if it failed. The team then works backward to create a plan to help prevent potential...