How To Run A QBR (Quarterly Business Review) Meeting

To run a QBR (Quarterly Business Review) meeting, one should prepare ahead with gathered data, set clear objectives, engage stakeholders, drive the conversation using insights, and sum up with an actionable follow-up plan.

A QBR (Quarterly Business Review) meeting is a comprehensive examination of a company’s performances, strategies and objectives carried out every three months. It’s a type of strategic meeting where management, stakeholders, and different teams gather to review progress towards goals, discuss challenges, successes, and changes in the market or industry. The session allows for course correction, if necessary, and aligns everyone on the strategies and tasks for the following quarter. It’s a critical tool for enhancing transparency, cooperation, and accountability within a company.

What is the purpose of a QBR Meeting?

The purpose of running a Quarterly Business Review (QBR) meeting as a leader is to assess the progress made towards organizational goals, identify any areas for improvement or adjustment, and align the team’s efforts moving forward. It provides an opportunity to review key metrics, address challenges, celebrate successes, and ensure everyone is aligned and focused on achieving desired outcomes.

How To Run A QBR (Quarterly Business Review) Meeting: Step-By-Step


Step 1: Preparation

The initial stage of conducting a meeting revolves around meticulous preparation. This involves defining the meeting’s goals and agenda, highlighting what outcomes you intend to accomplish. This clarity streamlines the process and enhances productivity. Other crucial aspects of preparation include gathering all necessary materials—reports, software, visual aids, and other relevant tools— to facilitate collective comprehension. Ensuring all these elements are in place promotes a clear structure and an environment conducive to active engagement and decision-making.

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ZipDo, our app, streamlines team meeting preparations by centralizing information from past sessions. As a meeting lead, you gain easy access to previous agendas and notes for recurring meetings, greatly reducing preparation time. This centralized approach ensures comprehensive coverage of all critical topics.

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Step 2: Plan the Meeting

During this important step, you’re tasked with choosing an appropriate date and time, determining who should attend for the meeting to be fruitful, and creating a structured schedule or timeline for the meeting’s flow. Additionally, it’s vital to ensure all participants are informed and reminded of the meeting ahead of the scheduled date and time to maintain smooth communication and assure their availability.

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Step 3: Run the Meeting

In this phase, you will present and scrutinize results, as well as performance metrics under evaluation. Detailed discussion on specific figures and data will be conducted, with an emphasis on data interpretation and pinpointing possible origins of observed variations. In addition, this stage will also cater to dialogues on issues that emerged within your team, promoting open conversation and collaborative problem solving, as understanding the challenges faced is integral to strategizing for subsequent actions and improvements.


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Step 4: Focus on the future

Now, it’s essential to delve into forecasting the next Quarter’s outlook. Clearly outline the plans and initiatives, then formulate corresponding goals and objectives. Comprehensive strategies must be set to achieve these ambitions. Key responsibilities should then be clearly assigned to team members, with solid timeframes in place to ensure accountability and productivity.

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Step 5: Review the Meeting

Post-meeting, review its effectiveness by assessing notes and minute details. Check if goals were achieved and identify strengths and areas for improvement. Devise a strategy for executing discussed action points, amplifying the significance of the meeting’s outcomes.

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Step 6: Follow-Up

It is important to distribute a comprehensive post-meeting recap, encompassing the main discussion points, decisions finalized, and actions needed moving forward. Additionally, clearly communicate the next meeting’s schedule, along with any prerequisites or tasks that must be accomplished prior to that meeting, to ensure continuous progress and productivity.

Questions to ask as the leader of the meeting

1. What progress have we made towards our goals? – This question helps the leader evaluate the team’s progress and determine if they are on track to achieve the desired outcomes.

2. What are the key accomplishments since the last QBR? – This question allows the leader to acknowledge and celebrate the team’s achievements, boosting morale and fostering a positive work environment.

3. What challenges or obstacles have we encountered and how did we overcome them? – By discussing challenges, the leader can identify the team’s problem-solving abilities and assess their ability to navigate difficulties effectively.

4. Are there any bottlenecks or inefficiencies in our processes? – This question helps the leader identify any obstacles that may be hindering performance and enables them to address those issues promptly.

5. How well are we delivering on our commitments to our customers? – This question helps assess the team’s performance from the customer’s perspective, ensuring they are meeting their expectations and providing excellent service.

6. What opportunities or potential improvements do you see for our team? – By asking this question, the leader encourages team members to offer suggestions for enhancing processes, fostering innovation, and driving continuous improvement.

7. Are there any external factors impacting our progress or performance? – This question allows the leader to gauge the team’s awareness of external influences such as market trends, industry changes, or competitor actions that may affect their performance.

8. Are the right resources in place to support our goals? – This question helps the leader evaluate if the team has the necessary resources, such as tools, training, or staffing, to succeed and make informed decisions about resource allocation.

9. How well are we collaborating and communicating as a team? – This question highlights the importance of teamwork, open communication, and collaboration, enabling the leader to address any gaps that may hinder overall efficiency.

10. What are the next steps and priorities moving forward? – By discussing the next steps and priorities, the leader ensures everyone is aligned, clarifies expectations, and sets the direction for the team’s future work.

As a leader, preparing a QBR meeting agenda is crucial for guiding the discussion and maximizing productivity. Start by outlining the meeting goals and objectives, including key areas of focus and desired outcomes. Determine the agenda structure, allocating time and assigning presenters for each topic. Gather necessary data and reports in advance to support decision-making. Finally, communicate the agenda to all participants in advance to ensure a well-prepared and efficient QBR meeting.

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Topics that should be discussed during a QBR (Quarterly Business Review) meeting include evaluating past performance, analyzing sales and marketing strategies, reviewing financial goals and targets, updating on industry trends and competitors, and discussing future growth opportunities. The QBR meeting serves as a platform for team collaboration, setting milestones, and creating action plans for the upcoming quarter.

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Software tools to facilitate a QBR Meeting

Software can greatly assist leaders in running QBR meetings by providing them with organized, real-time data and analytics. This allows leaders to analyze performance metrics, identify trends, and make informed decisions. With features like automated reporting and data visualization, software streamlines the meeting process, enabling leaders to focus on strategic discussions and drive business growth.

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Mastering the art of running a successful QBR meeting isn’t an overnight process, but with the right strategies and preparation, it is an attainable objective. Effective organization, open communication, collaborative dialogue, meticulous tracking of KPIs and utilizing valuable data are all key ingredients in this process. Successfully run QBR meetings can have a profound impact on your business, leading to improved performance, elevated customer satisfaction, and heightened team morale. Remember, the aim is not just to go through figures and forecasts, but to foster a culture of continuous improvement, learning and mutual success. By implementing the tips shared in this blog, you can ensure your QBR meetings are more productive, efficient, and beneficial for all parties involved.

Popular Questions

What is a QBR Meeting?

A QBR (Quarterly Business Review) is a once per quarter meeting with your customer. The aim is to discuss business performance, align on objectives, show your value, and build stronger relationships.

What is the purpose of a QBR Meeting?

The purpose of a QBR Meeting is to summarize the tasks and objectives achieved in the last quarter, to define future actions and strategies for the next quarter, and to strengthen the relationship with the client.

Who should be involved in a QBR Meeting?

The stakeholders who should be typically involved in a QBR Meeting are the account managers, customer success managers, executive sponsor from the vendor side, and the client-side executive sponsor, product users, procurement, or those who hold decision-making power.

What should be included in a QBR Meeting agenda?

A QBR Meeting agenda should include a summary of the last quarter’s achievements and challenges, KPIs review, plans and goals for the next quarter, customer feedback, and an open discussion or Q&A session for addressing any concerns or issues.

When should a QBR Meeting be scheduled?

A QBR Meeting, as the name suggests, should occur every quarter. The specific time within the quarter can depend on the availability of the stakeholders but should ideally occur early enough to discuss strategies and priorities for the following quarter.