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How can you lead a strategic meeting that discusses internal and external factors?

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As an executive manager, you need to lead strategic meetings that discuss internal and external factors affecting your organization. These meetings are crucial for aligning your team, setting goals, and making decisions. However, they can also be challenging, time-consuming, and prone to conflicts. How can you ensure that your strategic meetings are productive, engaging, and effective? Here are some tips to help you plan, facilitate, and follow up on your strategic meetings.

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1 Define the purpose

Before you invite anyone to your strategic meeting, you need to have a clear and specific purpose for it. What are the main questions, issues, or opportunities that you want to address? What are the expected outcomes and deliverables of the meeting? How will the meeting contribute to your overall strategy and vision? Write down your purpose statement and share it with your participants in advance. This will help them prepare, prioritize, and focus on the meeting.

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Mitchell Ordos

Solving Problems To Create Engaging Board Meetings | Sharing insights on Life, Work, and Tech |
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Send a pre-read with the agenda so that the team can leave comments and questions to better focus the discussion itself. This will allow the team to knock out the easy stuff beforehand so that you all can focus on action items, strategy and outcomes during the discussion.

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Kam Diba

MBA | Marketing Chief | Former Sony & NBC
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Before convening a strategic meeting, defining its purpose is crucial. Consider a scenario where a company aims to enhance market presence. The purpose here isn’t just 'improvement' but to pinpoint external opportunities and internal strengths that can be leveraged for better visibility. The key questions might include: "Which emerging market trends can we capitalize on?" or "How can our team's unique skills be applied to new projects?" Expected outcomes could range from a detailed action plan to specific project proposals, all aligned with the broader company strategy. This focused approach ensures every participant understands the meeting's value and its role in pushing the company's vision forward.

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2 Analyze the factors

Once you have your purpose, you need to gather and analyze the relevant internal and external factors that affect your organization. Internal factors are those that you can control or influence, such as your resources, capabilities, culture, and processes. External factors are those that you cannot control or influence, such as your customers, competitors, suppliers, regulations, and trends. You can use tools such as SWOT analysis, PESTLE analysis, or Porter's five forces analysis to identify and evaluate these factors. You should also involve your participants in this process, as they may have different perspectives, insights, and data.

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3 Facilitate the discussion

During the meeting, your role is to facilitate the discussion and guide your participants towards the desired outcomes. You should start by reviewing the purpose, agenda, and ground rules of the meeting. Then, you should present and summarize the analysis of the internal and external factors, and invite feedback and questions from your participants. You should encourage them to share their opinions, experiences, and ideas, and to listen and respect each other. You should also use techniques such as brainstorming, prioritizing, voting, or ranking to generate and evaluate alternatives. Finally, you should conclude the meeting by summarizing the key points, decisions, and actions, and by thanking your participants for their contributions.

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4 Follow up on the actions

After the meeting, you need to follow up on the actions that you and your participants agreed on. You should send a meeting summary that highlights the main findings, decisions, and actions, and assign responsibilities and deadlines for each action. You should also monitor the progress and results of the actions, and provide feedback and support to your participants. You should also schedule regular follow-ups or reviews to check if the actions are aligned with your strategy and vision, and to make adjustments if needed.

By following these tips, you can lead strategic meetings that discuss internal and external factors in a productive, engaging, and effective way. You can also foster a culture of collaboration, innovation, and alignment among your team and organization.

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Mitchell Ordos

Solving Problems To Create Engaging Board Meetings | Sharing insights on Life, Work, and Tech |
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The best way to do this is to have a standard follow up process that everyone is aware of. The key to a productive meeting is focusing the end of the meeting on identifying the actions that people need to take to drive the organization forward. Depending on the type of meeting and the stakeholders involved, the follow up procedure may differ in format.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Mitchell Ordos

Solving Problems To Create Engaging Board Meetings | Sharing insights on Life, Work, and Tech |
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Leveraging platforms like Zeck that can enable collaboration from the operating team and the board members or investors can help drive pre-meeting engagement and focus the meeting on action items that drive strategy and value during the discussion.

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How can you lead a strategic meeting that discusses internal and external factors?

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3

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5

1 Define the purpose

2 Analyze the factors

3 Facilitate the discussion

4 Follow up on the actions

5 Here’s what else to consider

Executive Management

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How can you lead a strategic meeting that discusses internal and external factors?

1

2

3

4

5

1 Define the purpose

2 Analyze the factors

3 Facilitate the discussion

4 Follow up on the actions

5 Here’s what else to consider

Executive Management

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