Annual Planning Season: Creating Clarity with Your Team

I had a different topic in mind for this month, but after a conversation with an MP preparing for his planning retreat, I felt this might be more timely and relevant.

Have you ever left a successful planning retreat feeling the entire team was engaged, aligned, and ready to execute on your shared vision—only to see that energy fade by the next ELT or 1:1 meeting? Few things are as frustrating, for both team members and leaders, as losing that clarity and accountability for moving the needle on priorities. Maybe it’s only happened to me, but I doubt it…

For leaders and team members, a great motivator is having true clarity on expectations, outcomes, and the path to get there. Team members know what they’ll be held accountable for, and leaders are clear on what they need to support and coach toward.

In my July message, I mentioned using the VTO from Traction to build this clarity in coaching engagements. One of my biggest challenges when I began using it was helping people define and align on Quarterly Rocks. To overcome this, I put together a simple tool (attached below) to help create clarity and ensure everyone is on the same page about where we need to focus our efforts. You may find it helpful for the projects/assignments/efforts that come from your planning work.

Open the Defining a Rock (FPP Tools)

The tool is simple, but the thought behind it is critical:

1. Define the Project: Clearly and concisely, what is the project and why is it important? Define what’s in and out of scope.
2. Identify Expected Outcomes: How will we know we’ve been successful with the effort, and what’s the timeline?
3. Outline Key Steps/Milestones: List the major steps or milestones required to achieve the desired outcome. This is critical in organizing the work to be done.

Start by aligning on points #1 and #2. Projects that begin with clear agreement on these points have a much higher chance of success. From there, the project leader can outline the necessary steps and resources to achieve success, and come back for a final alignment. Once everyone is on board, the project leader has the freedom to execute, the leader knows where to focus their coaching, and the team as a whole can engage in more productive, aligned conversations to drive the organization forward. (And, hopefully, shorter meetings!)

Just like in financial planning, circumstances change, and adjustments may be needed along the way. But, if done from an agreed-upon plan, these adjustments are easier to identify early, keeping you on course for a successful outcome.

Finally, this isn’t just for projects, I believe it is a good way to think in general. Apply this logic to any decision you need to make and should help you come to better decisions faster!

Let me know if you’d like to talk through the process in any more detail.

Think Differently,

Steve