EOS Fractional Integrator Services | Brenda Violette
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The Ins and Outs of EOS Quarterly Planning Sessions

As an experienced Integrator, I’ve come to appreciate the profound impact of well-organized Quarterly Planning Sessions. These sessions aren't just routine meetings – they’re the strategic pulse points of any EOS-driven organization. And every quarter, they provide an invaluable opportunity to reflect, recalibrate, and reignite our teams' focus and energy.

Through my experience working with various teams, I’ve had the opportunity to see firsthand the significant impact that planning sessions can have on a business's trajectory. These sessions provide an opportunity to celebrate achievements, learn from setbacks, and establish clear, actionable goals for the upcoming quarter. And the structured approach of these sessions, which blends review, learning, and forward planning, is what makes them so powerful. It ensures that every aspect of the business is aligned with our overarching vision.

Whether you’re new to EOS or looking to refine your approach, understanding the nuances of effective quarterly planning is key to driving traction and achieving sustained success in your business. So, in this article, I’ll take you through the ins and outs of EOS Quarterly Planning Sessions. And I’ll share insights from my experience and tips on how to make these meetings not just productive but engaging and transformative.

What Are EOS Quarterly Planning Sessions?

EOS Quarterly Planning Sessions are essential meetings that serve as key strategic milestones for businesses following the Entrepreneurial Operating System (EOS). These sessions are more than just regular check-ins. They serve as a dedicated time for the leadership team to step back from the day-to-day operations and look at the bigger picture.

The primary goals of EOS Quarterly Planning Sessions include:

1. Reviewing the Previous Quarter

 We take a close look at the past quarter’s performance. This involves assessing our progress against set goals, discussing what strategies succeeded, and identifying areas where we fell short. This review is not just about accountability but also about extracting valuable lessons that can inform our future actions.

2. Setting Goals For The Upcoming Quarter

Afterwards, the focus shifts to the future. In this phase, we set specific, attainable goals – referred to as 'ROCKS' in EOS terminology – for the next quarter. These goals are directly tied to our broader annual and long-term objectives, ensuring that our short-term efforts consistently align with our overall business strategy.

3. Identifying And Solving Issues

An integral part of these sessions is dedicated to uncovering and addressing any underlying issues that could impede our progress. All in all, this includes facilitating open discussions aimed at identifying these challenges and collaboratively working as a team towards practical solutions.

4. Team Alignment And Commitment

The success of our quarterly goals heavily depends on team buy-in. Therefore, we conclude the session by aligning everyone on the agreed-upon objectives. It’s crucial that each team member understands their role and commits to contributing towards these collective goals.

Who Is Responsible For Facilitating Quarterly Planning Sessions?

When it comes to EOS Quarterly Planning Sessions, the teamwork between an EOS Implementer and an Integrator like myself is key. The Implementer guides us through the EOS framework, ensuring we stay true to its methods. And my role as an Integrator is to align what we learn from these methods with our everyday work and broader goals. Working together, we ensure these sessions are effective, helping us plan for the future.

What’s On The Agenda For These Quarterly Meetings?

Now that you have a better understanding of what the Quarterly Planning Sessions involve and who leads them, let's review what they look like in action. Although these sessions may differ slightly depending on the preferences of the EOS Implementer, here’s an example of an effective agenda that both optimizes the leadership team’s time and the overall outcome of the meeting.

Sample Quarterly Planning Session Agenda
  • OPENING REMARKS (15-30 MINUTES): Essentially, this time is used to reiterate the importance of the session and to mentally prepare the team for strategic thinking.
  • SCORECARD REVIEW (1 HOUR): We examine our scorecard, a critical EOS® tool, to evaluate our performance metrics. This review helps us see where we are against our targets. And it also informs our discussions and planning.
  • ROCK REVIEW (1 HOUR): Next, we review our Rocks. This involves assessing which Rocks were completed and which weren’t and why.
  • CUSTOMER AND EMPLOYEE FEEDBACK REVIEW (30 MINUTES): Afterward, we review feedback from that quarter to help us gain insights and perspectives for strategic planning.
  • BREAK (15 MINUTES)
  • VISION AND TRACTION ORGANIZER (V/TO) REVIEW (1 HOUR): After the break, we revisit our V/TO™ to ensure our plans and goals align with our vision.
  • ISSUE IDENTIFICATION (1 HOUR): Next we identify and list any issues to address, considering challenges and opportunities that need attention in the new quarter. 
  • LUNCH BREAK (1 HOUR)
  • IDS (IDENTIFY, DISCUSS, SOLVE) SESSION (2 HOURS): After lunch, we dive into an IDS session, where we tackle the answers to the most critical issues identified earlier.
  • SETTING NEW ROCKS (1-2 HOURS): Then we set our Rocks for the upcoming quarter, ensuring they’re aligned with our V/TO™ and are achievable.
  • CONCLUDING THE SESSION (30 MINUTES): Lastly, we wrap up by summarizing the decisions made, the Rocks set for the next quarter, and any action items or next steps. Overall, we ensure everyone leaves with a clear understanding of the session's outcomes and their responsibilities.

Tips For Making the Most of Quarterly Planning Sessions

To get the best out of EOS Quarterly Planning Sessions, we follow some key practices:

Prepare Thoroughly

Good preparation is the foundation of a successful session. We gather all necessary information and reports beforehand to make informed decisions.

Keep an Eye on the Big Picture

While focusing on specifics, we always keep our broader business strategy in mind. This helps us stay on track with our long-term goals.

Check-in Regularly

Planning doesn’t stop when the session ends. We have regular check-ins to keep up with our progress and tackle any emerging issues.

Encourage Everyone's Input

It's important that all team members contribute. Open discussions bring diverse ideas and lead to well-rounded strategies.

Create Accountability

We assign clear responsibilities and deadlines for each goal. As an Integrator™, I monitor our progress to make sure we're meeting our objectives.

What Happens Next: From Quarterly Planning to State of the Company Meetings

The journey from the focused strategy of EOS Quarterly Planning Sessions to the broader scope of State of the Company Meetings is a crucial transition in any EOS-driven business. After setting our quarterly Rocks and aligning our team’s goals, the next step is to communicate these developments to the wider company. And this is where State of the Company Meetings come into play.

State of the Company Meetings are typically held two weeks after the Quarterly Planning Sessions. And they allow us to bridge the gap between the leadership team’s strategic vision and the entire company’s day-to-day functions. These all-hands meetings serve as a platform to share the outcomes of our Quarterly Planning Sessions with all employees, keeping everyone informed, involved, and excited about our direction and progress.

For a deeper dive into making these meetings impactful, I invite you to read my article, Making the Most of Your State of the Company Meeting: Keeping Everyone Informed and Excited. Overall, this article offers additional insights and tips on how to conduct effective company-wide meetings that not only inform but also inspire your team.

The seamless flow from Quarterly Planning to State of the Company Meetings embodies the essence of effective communication and strategic alignment in EOS. And it ensures that every team member, from top leadership to individual contributors, is moving in unison toward our shared goals.

Closing Thoughts: Your Take on EOS Quarterly Planning

We’ve journeyed through the essentials of EOS Quarterly Planning Sessions, from their strategic significance to the detailed execution of their agendas. As an Integrator, my experience has shown me the transformative power these sessions hold in steering a business toward its goals and maintaining alignment across all levels.

But now, I’d love to hear from you. Whether you’re an EOS veteran or new to this system, your insights and experiences are invaluable. How have Quarterly Planning Sessions impacted your business? Are there particular strategies or approaches within these sessions that have worked well for you?

Please share your thoughts and experiences in the comments below. Your input not only enriches our understanding but also helps in fostering a community where we can all learn and grow together in our EOS journey.

About the Author Brenda Violette

Brenda Violette, Founder and CEO of Violette Business Services, LLC, is a highly experienced and sought-after Fractional Integrator and Mentor based in Connecticut. With a remarkable track record of over 30 years in leadership, Brenda excels in administration, operations, and people management. As a relentless learner, Brenda actively engages in multiple EOS-based Visionary/Integrator communities and holds esteemed memberships in the FIM (Female Integrator Mastermind) and Advanced Integrator Mastery Forum in Rocket Fuel. She’s also a distinguished Rocket Fuel Mastery Program graduate and a certified Kolbe Consultant™. With a keen focus on driving growth and making a positive impact beyond profit, Brenda guides Visionaries to achieve their strategic goals. Brenda brings transformative value to her clients and partners exclusively with companies operating on the Entrepreneurial Operating System (EOS), who are already working with an EOS Implementer or have graduated from the program. Discover how Brenda can propel your business towards significant growth and sustainability while freeing you to fulfill your role as the Visionary. Visit www.BrendaViolette.com to learn more.

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