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Meeting Tips

Best Tips For an Effective Strategy Meeting

Published
November 24, 2023
Read time
7
Min Read
Last updated
March 21, 2024
Jenna Pitkälä
Best Tips For an Effective Strategy Meeting
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How do you turn a strategic planning meeting from a dreaded calendar event into an engaging brainstorm session that propels your business forward?

It's a question many leaders ponder as they face the dual challenge of not only holding successful strategy meetings but making them gatherings that team members actually look forward to.

In this guide, we'll navigate through the essentials of a strategy meeting, more specifically:

  • What is a Strategy Meeting?
  • To Do Before the Strategy Meeting
  • To Do During the Strategy Meeting
  • To Do After the Strategy Meeting

What is a Strategy Meeting?

Unlike a typical meeting focused on status reports or immediate issues, a strategy meeting dives into long-term strategic planning. It's where concepts like market expansion or new service offerings are debated and shaped.

For instance, while a marketing department may have weekly meetings to discuss campaign performance, a strategic planning meeting might be used to align social media efforts with the company’s overarching growth strategy.

Strategy meetings can last anywhere from one to several hours. For intensive strategic planning, some companies opt for half-day or even full-day sessions.

The frequency of strategy meetings can range from annual and quarterly sessions to monthly check-ins, with additional ad-hoc meetings held whenever necessary.

The Attendees:

  • Who you invite to a strategic planning meeting matters. You need a mix of decision-makers like the managing director, creative thinkers, and those who implement the strategic plan. Including a diverse set of voices ensures a 360-view of the business strategy.
  • Imagine a strategic meeting in a retail company: The leadership team would discuss strategic objectives like customer retention, project managers would outline the quarterly meetings needed to stay on track, and marketing would provide insights into the target audience’s evolving needs.

To Do Before the Strategy Meeting

Outsource Notetaking:

To maximize every meeting participant's focus and input, leave notetaking to AI. Utilizing tools like Wudpecker to record the conversation allows everyone to fully engage in important discussions without distraction.

It also makes sure the notes are objective and every suggestion is recorded somewhere.

Wudpecker records the discussion and generates strategy meeting notes that the participants can utilize after the meeting (they'll be available max 10 min after the meeting has ended).

It's compatible with Google Meet, Zoom, and Microsoft Teams. It generates an accurate transcript, meeting summary and action items. The notes are easily shareable to other people.

Let's see how easy it is to set up:

1. Sign in to Wudpecker.

2. Continue either by connecting a Google or Microsoft account to Wudpecker.

After this, accept the permission for Wudpecker to access your calendar (this is for the purpose of automatically joining calls for a more seamless experience).

3. Make sure the online meeting you want notes for shows up in "Upcoming calls" and that there's an activated toggle button next to it.

Screenshot of Wudpecker's browser app's home page, most visible content being Upcoming calls.
You can choose which meetings Wudpecker will try to join with a press of a toggle button. If it can't detect a meeting link in an event, no toggle button shows up.

If this is not the case...

  • Make sure you signed up with the correct account. The items on the menu are all the events in your calendar connected to the account you signed up with.
  • Check that the online meeting event you have in your calendar has a meeting link. (Psst: The meeting link needs to be in the "location" of the event)
  • Try clicking on the toggle button to activate it (it should be activated/colored automatically).
  • If none of this helps, you can always contact us by pressing the chat button on the right bottom corner.

Easy peasy! For any future meetings, just admit the notetaker in each time, and you'll be all set!

4. Once you're in the meeting, allow Wudpecker's Notetaker to join by clicking "Admit".

Screenshot of a Google Meet notification of Wudpecker's notetaker trying to join the call
Wudpecker's Notetaker icon in the meeting
The Notetaker looks like any of the other meeting participants.

+ Soon after the online meeting has ended, you'll see notes and a transcript for your meeting in "My Calls".

Screenshot of Wudpecker app menu showing "My Calls", "Upcoming calls", "Invite notetaker".

Crafting Your Meeting Agenda:

Each meeting should have a clear purpose. Whether it's to finalize the strategic plan for the next year or to decide on the strategic priorities for different departments, it gives direction to the discussion.

For instance, a goal for the session might be to agree on the top three strategic initiatives to focus on for the upcoming fiscal year.

Continue by defining the main topics for discussion, like reviewing the current marketing strategy or discussing strategic objectives for the next quarter.

Assign time slots for each topic to ensure the meeting stays focused and productive.

For example, allocate 30 minutes to discuss the successes and failures of the current strategy, followed by 45 minutes of brainstorming sessions for new initiatives.

Feel free to use our strategic meeting agenda template below!

The time blocks in it are suitable for a meeting that lasts approximately 2 hours. If your meeting is scheduled to last longer, you may want to allocate more time to each section or include additional breaks.

Gathering All the Data:

Before the meeting, compile all relevant data and distribute it to the attendees. This could be recent market analysis reports, customer feedback, or performance metrics of current strategies.

Using a collaborative platform can streamline this process. For example, sharing documents via a cloud service allows meeting attendees to review and annotate materials beforehand.

To Do During the Strategy Meeting

When the day arrives to bring your strategic planning to life, it's crucial to manage the flow of discussion and ensure productive outcomes. Here's how to navigate the waters of a successful strategy meeting:

Starting on the Right Foot:

Begin with a brief recap of the strategic direction and the goals of the meeting to remind everyone why they're there.

Use a specific case study or scenario that your business faces as a springboard for discussion, like entering a new market or responding to a competitive challenge.

An opening exercise, such as sharing a recent win or lesson learned, can set a positive, collaborative tone.

Facilitating the Discussion:

As the facilitator, it's your role to guide the conversation, ensuring that it stays on course with the agenda and meets the set objectives. Actively listen and draw out contributions from all attendees, making sure each voice is valued and heard.

Use time-boxing to maintain focus, but stay flexible. When a compelling topic arises, like a breakthrough product idea, it's the facilitator's call to either delve deeper immediately or to table it for a dedicated session later. The key is to weigh the topic's urgency and potential impact against the meeting's planned objectives.

In your role, you should concisely summarize the discussions, confirm decisions, and delegate tasks for follow-up, thereby transforming strategic thinking into actionable strategy.

Create an environment where every participant, from the leadership team to the junior staff, feels comfortable sharing ideas.

One-to-one sharing exercises or brainstorming tools can encourage quieter team members to contribute.

Deep Dives into Data and Analysis:

Present relevant data that can influence strategic decisions, such as consumer behavior trends or a SWOT analysis of the business.

Break into smaller groups if necessary, allowing for deeper analysis on specific topics like a particular project's ROI or the alignment of the current marketing strategy with business objectives.

Use real-time polls or surveys during the meeting to gauge immediate feedback on strategic options being considered.

Making Decisions:

Transition from open discussion to decision-making by summarizing key points and potential strategic decisions.

Employ voting mechanisms or consensus-building exercises to prioritize ideas and actions.

Implement a structured approach to decision-making. After discussion, use methods like the decision matrix to evaluate and prioritize strategic options based on criteria like impact and feasibility.

Follow up each decision with a clear action plan, detailing the what, who, when, and how.

Closing with Clarity:

End the meeting by reiterating the strategic priorities and confirming the strategic plan with clear deadlines and assigned tasks.

A closing comment that reinforces the team's commitment to the strategic direction can leave attendees feeling motivated.

Schedule the next meeting date before everyone leaves, ensuring that the strategic planning meetings are a recurring and integral part of the business cycle.

To Do After the Strategy Meeting

After a strategy meeting wraps up, the focus shifts from dialogue to action. This phase is crucial; it's where ideas are put into practice and the strategic plan begins to take shape.

Assigning Action Items:

This should be an easy step if you've already discussed deadlines and responsibilities during the meeting.

If you haven't, you can still do this after the meeting. Clearly define what needs to be done, by whom, and by when.

Utilize the Action Items generated by Wudpecker's notetaker. Circulate these notes to keep everyone informed and accountable.

Creating Accountability:

Establish a follow-up mechanism to monitor progress. This could be a shared dashboard or regular check-ins scheduled at the meeting's conclusion.

Use project management software like Notion or Trello to track the completion of tasks and to keep the strategic plan on everyone's radar.

Measuring Success:

Decide on the metrics for success early on. Whether it's market share growth, customer acquisition costs, or another key performance indicator, make sure these metrics are agreed upon and tracked.

Regularly scheduled strategy review meetings, like quarterly meetings, can help assess progress against these metrics.

Maintaining Momentum:

Keep the team engaged by celebrating small wins along the way to the larger strategic goals. This maintains morale and momentum.

Send out periodic updates or hold brief monthly meetings to communicate successes and hurdles, ensuring the team remains committed to the strategic direction.

Conclusion

Strategy meetings are essential in shaping the path of your organization. Done right, they align teams, set clear goals, and create actionable plans that drive success. From pre-meeting preparations to post-meeting follow-ups, every step ensures these discussions are about making real progress.

FAQs

What is the reason for a strategy meeting?

The primary reason for a strategy meeting is to align the team on the company's long-term goals and to collaboratively develop a roadmap for achieving them. It serves as a dedicated space to discuss and refine the organization's strategic direction, prioritize initiatives, and allocate resources effectively.

These meetings are critical for ensuring that all key stakeholders understand and are committed to the strategic plan, and that the company is positioned to respond to changing market dynamics proactively.

What do you call a strategy meeting?

A strategy meeting can be referred to by several names, often based on its specific focus within the strategic planning process. Common terms include strategic planning session, strategic review meeting, strategic alignment meeting, or simply strategy session.

The name can be tailored to reflect the meeting's particular objective, such as a 'business strategy workshop' for comprehensive planning or a 'quarterly strategic review' for regular updates on progress.

What questions should I ask at a strategic planning meeting?

In a strategic planning meeting, the questions you ask can significantly influence the depth and productivity of the discussion. Here are some pivotal questions to consider:

  1. What are our organization's core values and mission, and how do they align with our strategic objectives?
  2. What are the critical success factors for our strategic plan, and how will we measure them?
  3. What are the biggest challenges and opportunities we currently face?
  4. How do our strategic objectives support our overall vision for the company's future?
  5. What specific actions need to be taken to move forward with our strategic priorities?
  6. Who will be responsible for leading each strategic initiative, and what resources will they need?
  7. How will we track progress and adapt our strategy in response to new insights or changes in our environment?

These questions aim to open up dialogue that delves into strategic priorities, ensuring that by the end of the meeting, there's a clear, actionable strategy that everyone understands and supports.

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Strategic Meeting Agenda Sample

Date: [Insert Date]

Time: [Insert Time]

Location: [Insert Location or Virtual Meeting Link]

Purpose:

[State the primary objective of the strategy meeting, such as to refine the annual strategic plan or to evaluate progress on strategic initiatives.]

Preparation Notes:

[Detail any documents, data, or previous meeting notes that participants should review to come prepared for an informed and focused discussion.]

1. Opening Remarks (5 mins):

  • Welcome and brief introduction by the meeting facilitator.
  • Recap of the last strategy meeting’s outcomes and a quick status update.

2. Review of Strategic Objectives (10 mins):

  • Quick refresher on the company’s strategic objectives and mission.
  • Alignment check: Are current efforts in sync with our strategic goals?

3. Market and Competitive Analysis (15 mins):

  • Presentation of recent market trends and competitive dynamics.
  • Discussion on potential strategic implications for our business.

4. Performance Metrics Review (15 mins):

  • Examination of key performance indicators related to the strategic plan.
  • Identify areas where targets are not being met and possible causes.

5. Strategic Initiatives Progress (20 mins):

  • Updates on the status of major strategic initiatives.
  • Discussion on any adjustments needed to stay on course.

6. Brainstorming Session (20 mins):

  • Creative session to explore new strategic opportunities or problem-solve for existing challenges.
  • Utilize brainstorming tools or techniques to facilitate idea generation.

7. Prioritization of Strategies (15 mins):

  • Evaluate and prioritize strategic options based on impact and feasibility.
  • Decide on the focus areas for the upcoming period.

8. Action Plan Development (20 mins):

  • Define clear action items and assign owners for each strategic initiative.
  • Set deadlines and establish metrics for measuring progress.

9. Closing Remarks (5 mins):

  • Summarize the meeting's key decisions and next steps.
  • Confirm the date for the next strategy meeting or follow-up sessions.

Attachments:

[List any accompanying documents or resources that will be referenced during the meeting, such as strategic planning templates, data visualizations, or project timelines.]

Best Tips For an Effective Strategy Meeting
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Best Tips For an Effective Strategy Meeting
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Best Tips For an Effective Strategy Meeting
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