Conducting a good strategic planning meeting is critical to developing a sound strategic plan; a specific and measurable goal and goal that provides a clear direction for the organization. To ensure that the actual planned retreat is as efficient as possible, the basic rules should be developed and discussed prior to launch. This article provides a checklist of the 11 basic rules that I believe are essential in managing a successful planned retreat.
1. Make a written agenda or timetable for the day so that everyone knows about the day's activities. Make sure to discuss meal time and break time, ask if there are any agenda items that need clarification, and ask if there are any new agendas. Additions may be required at times, but not necessarily related to a strategic plan session. If this is the case, put the question in the "parking lot". If the end of the meeting still exists, you can discuss the project at the time or include it in the agenda of the next board meeting.
2. Require participants to fully participate and participate in the entire meeting. Their attention should be focused on the agenda and activities of the day, not on work or personal issues.
3. Ask participants to turn off the phone during the planning session. This prevents unnecessary interruptions and prevents people from reading text messages or texting. Interruptions should be kept to a minimum because they can be disruptive and break the conversation flow.
4. Ask participants to respect each other's opinions, ideas and suggestions, whether or not they agree. Just as you want someone to respect your ideas and treat them in the same way. In addition, you may not agree with what someone said, but you may think of something important.
5. Make sure that each participant has the opportunity to fully express their thoughts without interruption. If you are thinking about an idea while someone is speaking, then you are really not listening to that person. Make sure your personal statement can complete his/her thoughts before you express your thoughts.
6. Depending on the time assigned to each agenda item, you may have to limit everyone's comments. In advance, letting people know how many minutes they have expressed their thoughts about a particular project is time-limited. If you set a time limit, be sure to specify someone as a timekeeper.
7. Communicate, don't have any ideas. Participants should be free to brainstorm. Some of the best ideas come from spontaneous ideas, because an idea can be a springboard for another idea.
8. Avoid "We have done this in the past, but it does not/will not work." The idea of killing someone can prevent them from suggesting others. In addition, although past actions or efforts do not work, some adjustments may be made today.
9. Suggestions If you see someone who is silent or has no contribution, please ask their comments and suggestions. One way to stop people from staying silent is to make a circle and ask them to type.
10. Discuss confidentiality because some discussions should be kept confidential [for example, discussing a problem employee, a partner who does not lose weight]. Confidential items should be determined in advance. If you feel it is necessary, you can ask participants to sign a confidentiality statement before they begin to retreat.
11. Ensure that participants have an organized mission statement in front of them and keep reviewing throughout the planning session. Remind them that any ideas or suggestions about planning goals and objectives should be directly related to the mission statement.
By discussing and developing the basic rules of a strategic planning meeting, it will help the retreat to run more smoothly and efficiently, thereby increasing productivity. By pre-establishing basic rules, you will lay the foundation for spontaneous investment, new ideas and methods, open communication and creative problem solving. This will not only help you manage your planning meetings, but it will also help you develop a solid strategic plan.
Copyright 2009©Sharon L. Mikrut, All Rights Reserved.
Orignal From: Eleven basic rules for conducting strategic planning meetings
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