Are you ready to learn about the inner workings of our quarterly meetings at 2xYou? In this post, I’ll guide you through each step of our quarterly meeting process, showing how we stay on track and plan for growth, no matter where we are. This approach not only keeps everyone aligned but also lets me focus on business growth, even when I’m out of the country!
Setting the Foundation: The EOS Framework
At 2xYou, our quarterly meetings are structured around the Entrepreneurial Operating System (EOS), based on the book Traction by Gino Wickman. EOS provides a clear template that helps us evaluate performance, review goals, and set new ones.
Steps to a Productive Quarterly Meeting
1. Preparation
Our quarterly meeting prep involves reflecting on wins and opportunities for improvement. Each team member notes down what went well and areas for enhancement across departments such as Client Success, Marketing, Sales, and Finance. This not only fosters accountability but also allows team members to see achievements they might have missed.
2. Highlights of the Quarter
We begin each meeting by sharing personal and business highlights from the past 90 days. This is a great way to celebrate achievements and build morale. Recognizing each other’s wins is essential to our culture, creating an environment where everyone feels valued.
3. Reviewing Key Metrics
After personal reflections, we dive into the company’s performance. We review our scorecard metrics—such as revenue goals and client satisfaction—against our targets. This analysis helps us decide if we need to adjust goals or create new strategies for the upcoming quarter.
4. EOS Checklist
Following our scorecard review, we go through an EOS checklist. This checklist, rated from 1 to 5, helps us evaluate essential aspects like team alignment with our vision and mission, effective resource management, and overall goal achievement. If we find any issues, we note them for discussion later in the meeting.
5. Project Review and Issue Resolution
Next, we assess the status of our ongoing projects, identifying any roadblocks and brainstorming solutions. This includes capturing issues that have surfaced and collaboratively deciding on next steps. Inspired by the book The Five Dysfunctions of a Team, we approach discussions constructively, ensuring everyone feels heard and focused on shared goals.
6. Planning for the Next Quarter
Once we’ve reviewed the past quarter, it’s time to set new goals and projects. Each project is assigned a ‘Champion’ who is responsible for seeing it through. This Champion knows the project’s success indicators, resources needed, and any team members involved. For example, one of our current goals is enhancing lead generation using AI—a project measured by booked sales calls from AI-generated leads.
Weekly Check-Ins
Our quarterly meeting framework includes a robust follow-up system. Every week, we check our progress against the quarterly goals and adjust if needed. This keeps us accountable and ensures we’re always moving forward.
Building the Right Team
As we scale, my assistant and I regularly assess when to bring on new talent to handle specialized roles. Our growth approach is simple: hire when a team member or task reaches capacity, and bring in experts for essential areas like Marketing, Client Management, or Operations. This strategy helps us stay focused on business growth rather than getting bogged down in day-to-day tasks.
Final Thoughts
Running a business effectively means creating systems that can operate without constant oversight. Our quarterly meeting structure allows us to align on goals, and growth plans, and keep projects moving, even when team members are geographically dispersed. For those considering hiring a virtual assistant, think of this process as a roadmap for scaling your team—eventually building a system that allows your business to run smoothly with or without you.
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