How to Conduct an EOS Quarterly Meeting

As we wrap up Q2, it’s the perfect moment to pause and reflect on the successes and challenges of the past three months. Quarterly meetings are essential, yet some organizations overlook their significance. 

Here’s why dedicating time to these gatherings can be a game-changer for your business.

Why Hold a Quarterly Meeting?

The transition between quarters offers a natural break for evaluation and planning. It’s the perfect opportunity to reflect on your organization’s journey over the past three months. A Quarterly Meeting helps you frame this reflection.

Quarterly Meetings are more than just a checkpoint; they’re a strategic pause, allowing teams to zoom out and evaluate their trajectory. Utilizing consistent measurables, like those found on an EOS ScorecardTM, and assessing team health through tools like the Organizational Checkup, these gatherings are pivotal for setting the tone for the upcoming quarter.

Making Your Quarterly Meeting Productive

In the Entrepreneurial Operating System, quarterly meetings follow a set rhythm, designed for the most efficient impact time with your team. Here’s how to maximize each part of your meeting:

Starting Strong:

• Start With Personal and Professional Wins: Kick off with a round of personal and professional highs to build a positive atmosphere. This sets a tone of openness and trust.
• Open Floor for Reflection: Encourage a candid discussion on what’s been effective and areas for improvement. Capturing these insights sets the foundation for a constructive meeting.
• Clarify Expectations: Having everyone’s expectations visually represented ensures alignment and keeps the meeting focused on achieving tangible outcomes.

Reviewing the Previous Quarter:

• Review the Previous Quarter in Depth: Dive into a detailed analysis of the previous quarter’s performance—did you hit your measurables and complete your Rocks? 
• Count Your Complete Rocks: Evaluate the completion rate of your Rocks, aiming for at least an 80% success rate.

Vision and Traction Organizer (V/TO) Review:

• Revisit and Refine the V/TO: Examine your Vision Traction Organizer to ensure your business’s vision remains in lockstep with your operational execution.
• Recenter Your Team: Use this time to refine or reaffirm your vision and strategic objectives.

Establishing Next Quarter’s Rocks:

• Brainstorm Rocks: Dedicate time for brainstorming company-wide and individual Rocks, making sure your objectives are ambitious enough to keep you busy for a quarter while remaining achievable.
• Make it SMART: While immediate finalization isn’t necessary, aim to solidify these goals shortly after the meeting. The SMART framework will help you write actionable Rocks.

Tackling Key Issues:

• Build your Issues List: Identify any issues that your team encountered over the last quarter, getting these visible for everyone to see and discuss.
• Follow the IDS Format: The IDS format (identify, discuss, solve) is a structured problem-solving approach your team can follow to resolve any issue. Allow it to guide your conversation so you’re focused on the root cause of an issue instead of peripheral challenges.

Planning Next Steps:

• Map Out Next Steps: Clearly assign actions stemming from the meeting, ensuring everyone knows their responsibilities.
• Agree on To-Do’s: Reading out to-do’s helps everyone focus on what they need to do next.
• Emphasize Clarity: Don’t settle for vague ideas here. Fight for clarity so that instead of wasting time your team can gain momentum in the days and months ahead.

Concluding on a High Note:

• Rate the Meeting: Gather feedback on the meeting’s effectiveness, encouraging each member to share their thoughts and rate the session.

Start the Next Quarter Strong

Quarterly meetings are more than administrative checkpoints; they’re opportunities for realignment, celebration, and strategic planning. They enable your team to step back, assess progress, and adjust course as necessary. If you’re looking to harness the full power of the EOS quarterly agenda, consider partnering with an EOS Implementer. These professionals can ensure your meetings are designed for maximum success.