How to run quarterly planning meetings

The end of the quarter is approaching, and you're supposed to start preparing for the next quarter and have a proper quarterly planning meeting. But — panic! — you don't even know where to begin.

Procrastination can quickly take over when it comes to planning — it's totally understandable, especially when you're so busy with your daily to-do list. But there's a way to tackle the quarterly planning dread and, if you're a manager, get your team on the same page. All you have to do is efficiently organize your quarterly planning meetings.

In this guide, we'll unpack the basics of quarterly planning and tell you all you need to know to run successful planning meetings.Table of contents

• What is quarterly planning? (and why it's important)
• Quarterly planning vs. annual planning
• 4 things to include in a quarterly plan
• How to run an effective quarterly planning meeting
• Free quarterly planning meeting agenda template

What is quarterly planning? (and why it's important)

Quarterly planning is a strategic way to break down your annual key performance indicators (KPIs) and objectives and key results (OKRs) into more manageable quarterly objectives.

Quarterly planning lets you create and track long-term goals in a more manageable way and guide your team members so they know what to prioritize. Following a (roughly) 90-day plan is easier because it makes quarterly goals more approachable (and breaks them down into smaller projects).

A well-made quarterly plan connects short-term work goals with the big picture while giving everyone a sense of continuous progress and achievement.

So, instead of doing one long and time-consuming planning and review meeting, you hold four smaller ones every three months. Depending on your company, the first quarter might begin in January or February (quarters are typically referred to with the letter Q and the number of the quarter in sequential order, such as Q1 or Q3).

Quarterly planning vs annual planning

The main difference between quarterly planning and annual planning is, as the names suggest, the time frame they focus on. The quarterly planning process deals with goals and focus areas in the next three months (or 90 days) while annual planning is about setting goals for the entire year.

Both of these approaches to planning offer their own set of benefits.

The pros of quarterly planning include:

• A sense of urgency to complete tasks because deadlines are closer
• A higher level of specificity in KPIs and OKRs
• The opportunity to identify issues earlier and change course proactively

Annual planning has its strengths, as it helps:

• Set the overall timeline and vision for the entire year
• Provide the foundation for quarterly planning
• Make strategic intent and initiatives clear

4 things to include in a quarterly plan

Now that we're clear on what a quarterly plan is, let's see what you should put into it and the things to consider during your quarterly planning session.

1. Review of the previous quarter

2. Objectives for the next quarter

With the lessons from the last quarter learned, it's time to shift the focus to the upcoming period.

You could start with a brainstorming session where you ask questions like:

What would you do to take things to the next level in the upcoming quarter, if time and budget were unlimited? (If you're having trouble getting people to contribute, there are many different brainstorming techniques to try.)

After the blue-sky ideas, it's time to come back to earth. Prioritize, analyze, and see which ideas can be realistically included in the roadmap for the next period, and which ones tie back to core business goals.

These things will be your quarterly objectives, like “increase social media engagement” or “bring down the user acquisition cost by 20%.”

During this stage, you'll want to keep notes to capture all of your team's great ideas.

3. Projects to tackle

Now that you've set goals, choose the projects that will support them.

Projects that you decide to take on during a quarter should be aligned with your quarterly objectives.

For instance, if your goal is to optimize user-acquisition costs, you could start a product-led marketing strategy that might require the hiring of a new product manager and establishing a cross-functional team between marketing and sales.

Of course, the projects you take on shouldn't just support the quarterly objectives but also your company's annual goals and your overall mission.

4. Potential obstacles that can impact your plan