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How To Run A Strategic Planning Meeting

To run a strategic planning meeting, define the objectives, include key stakeholders, create an agenda, facilitate open and effective communication, highlight past successes and future goals, and ensure clear action steps are identified.

A strategic planning meeting is a collaborative session where key decision-makers within an organization come together to discuss and formulate the long-term goals and objectives of the business. It is a systematic process that involves analyzing the internal and external business environment, setting priorities, allocating resources, and determining the strategies and tactics required to achieve the desired outcomes. The meeting serves as a platform for brainstorming innovative ideas, evaluating current performance, identifying potential risks and opportunities, and developing a comprehensive roadmap for the organization’s future growth and success.

What is the purpose of a Strategic Planning Meeting?

The purpose of running a strategic planning meeting as a leader is to align the team’s objectives with the overall business goals, to identify potential challenges and opportunities, and to develop an actionable plan for achieving success. It allows for collaboration and engagement among team members, ensuring everyone is on the same page and working towards a common purpose.

How To Run A Strategic Planning Meeting: Step-By-Step


Step 1: Identify the Purpose

A clearly defined main objective for the meeting is crucial as it guides the team in devising new strategies, evaluating current performance, or mapping the future of the company, ensuring focused and productive discussions.

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Step 2: Set Clear Goals

Once the purpose is clear, articulate specific goals for the meeting such as setting financial targets, implementing new strategies, or eliminating existing issues, to ensure a focused and productive discussion.

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Step 3: Create Agenda

A well-structured agenda should include the topics to be discussed, the person responsible for each topic, and an estimated time for each item. Circulating the agenda ahead of the meeting allows participants to prepare and ensures a focused and productive discussion.

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Step 4: Invite Relevant Stakeholders

The strategic meeting should include a diverse group of participants, such as managers, employees from different departments, and even external consultants. This ensures a holistic perspective on the organization’s goals and strategies, incorporating various expertise and insights for robust decision making.

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Step 5: Conduct Pre-Meeting Briefings

It is crucial to engage in pre-meeting discussions with participants to ensure clarity on their roles, expectations, and the meeting’s objectives. This establishes a solid foundation for effective communication and collaboration during the meeting.

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Step 6: Facilitate the Meeting

During the meeting, ensure that discussions align with the agenda, foster active participation, and record significant decisions and delegated tasks for reference and follow-up.

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Step 7: Review Past Performance

By scrutinizing historical data and evaluating the overall company performance, valuable insights can be derived, enabling identification of successful strategies and areas for improvement within the organization.

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Step 8: Identify Opportunities and Threats

Conducting a SWOT analysis helps businesses gain insights into their strengths, weaknesses, opportunities, and threats. This analysis helps identify key areas where the organization can leverage its strengths, overcome weaknesses, capitalize on opportunities, and mitigate potential threats for strategic decision-making.

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Step 9: Develop Strategies and Plans

After carefully considering discussions, inputs, and analysis, it is time to embark on developing comprehensive plans and strategic initiatives that effectively align with the predetermined goals established at the outset of the meeting.

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Step 10: Define Action Steps

Once strategies are established, divide them into feasible steps and delegate them to accountable individuals or teams, ensuring clear responsibilities and actions.

Questions to ask as the leader of the meeting

1. What is our overall vision and mission for the organization?
Explanation: This question helps clarify the overarching purpose and goals, ensuring alignment and direction for the strategic planning process.

2. What are the current challenges and opportunities in our industry or market?
Explanation: Understanding the external factors and dynamics that impact the organization provides context for setting relevant goals and creating effective strategies.

3. What are our core strengths and weaknesses as an organization?
Explanation: Assessing the internal capabilities and limitations allows leaders to leverage strengths and work on areas needing improvement, aligning strategies accordingly.

4. What are our long-term objectives and desired outcomes?
Explanation: Setting clear and specific goals provides a framework for developing strategies and helps prioritize actions toward achieving the desired future state.

5. Who are our key stakeholders and what are their needs and expectations?
Explanation: Identifying and understanding stakeholders ensures strategies address their concerns, leading to greater support and success in implementing the plan.

6. What are the potential risks and uncertainties we may face?
Explanation: Acknowledging possible obstacles and uncertainties allows leaders to develop contingency plans, mitigate risks, and make more informed strategic decisions.

7. What are the emerging trends and technologies that could impact our organization?
Explanation: Staying aware of industry trends and disruptive technologies helps leaders shape strategies that embrace innovation, differentiation, and competitiveness.

8. What resources do we need to implement the strategic plan effectively?
Explanation: Identifying the required resources, such as financial, human, or technological, helps leaders allocate them efficiently and ensure successful execution of the plan.

9. How will we measure progress and track the success of our strategies?
Explanation: Establishing clear metrics and performance indicators ensures accountability, facilitates monitoring progress, and provides insights for necessary adjustments.

10. How will we communicate the strategic plan and involve our employees?
Explanation: Effective communication and employee involvement ensure understanding, alignment, and ownership, fostering a sense of engagement and commitment towards the plan’s execution.

To prepare a strategic-planning-meeting agenda as a leader, start by setting clear objectives and desired outcomes for the meeting. Identify key topics to be discussed, allocating appropriate time for each. Include interactive activities to engage participants and foster collaboration. Prioritize important items and ensure all attendees have the necessary background information. Communicate the agenda in advance to allow for preparation and encourage productivity during the meeting.

How To Prepare For A Strategic Planning Meeting
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During a strategic planning meeting, it is essential to discuss topics such as setting long-term goals, identifying opportunities and threats in the market, evaluating the competition, analyzing financial performance, determining resource allocation, developing action plans, and monitoring progress. These discussions ensure that the company’s strategy is well-defined and aligned with its objectives, thus guiding decision-making and enabling successful implementation.

See Our Strategic Planning Meeting Template
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Software tools to facilitate a Strategic Planning Meeting

Software tools can greatly assist leaders in running strategic planning meetings. These tools offer features for organizing agendas, streamlining communication, tracking progress, and analyzing data. With the help of software, leaders can collaborate more efficiently, make informed decisions, and ensure that strategic goals are met.

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Running a strategic planning meeting is a critical task that requires careful planning, effective communication, and strong leadership. By following the steps outlined in this blog post, you can ensure that your strategic planning meetings are productive and impactful.

Remember to set clear objectives for the meeting, encourage open and active participation from attendees, and utilize various strategic tools such as SWOT analysis and goal setting techniques to guide the discussion. Additionally, assigning responsibilities and setting realistic timelines will help to ensure that the outcomes of the meeting are effectively implemented.

While running a strategic planning meeting may seem daunting at first, with practice and focus, you can become a skilled facilitator. The key is to approach the meeting with a clear plan, engage all participants, and foster an environment of collaboration and creativity.

By dedicating time and resources to strategic planning, your business can stay ahead of the competition, adapt to changes, and achieve long-term success. So, go ahead and put these tips into action, and watch your strategic planning meetings become invaluable tools for driving your business forward.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What is the purpose of a Strategic Planning Meeting?

The purpose of a Strategic Planning Meeting is to facilitate productive discussion about an organization’s strategic goals. It’s crucial for envisioning the future of the company, assessing current abilities, and developing a plan to achieve the desired goals.

Who should attend a Strategic Planning Meeting?

The attendees of a Strategic Planning Meeting should typically include the senior management team, key personnel involved in the strategic implementation, and potentially board members. However, the exact attendee list can vary based on the organization’s size, structure, and specific strategic needs.

How often should a Strategic Planning Meeting be held?

Ideally, Strategic Planning Meetings should be held annually for reviewing the progress of the existing plan and developing a new one for the following year. However, depending on the dynamics of the organization’s industry or significant changes in the business environment, more frequent meetings may be necessary.

What is the typical agenda of a Strategic Planning Meeting?

A typical Strategic Planning Meeting might start with a review of the organization’s mission, vision, and values. It may then proceed to a discussion of the company’s strengths, weaknesses, opportunities, and threats (SWOT analysis). The meeting would then focus on setting strategic objectives for the forthcoming period, determining key performance indicators (KPIs), and outlining an implementation plan.

How do we ensure the effective execution of the strategic plan discussed in the meeting?

Ensuring the effective execution of the strategic plan involves regular monitoring and review of the progress against KPIs established in the meeting. It also involves communicating the strategic plan to all stakeholders, obtaining their buy-in, ensuring everyone understands their roles, and continually adjusting the plan as necessary based on changes in conditions or performance.

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