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Cascade Quarterly Planning
- 1. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University TEAM QUARTERLY PLANNING
- 2. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University WELCOME & KICKOFF
- 3. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University OBJECTIVE Develop a Winning Plan for the Next Quarter 3
- 4. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University A WINNING PLAN IS… 3-5 Team Priorities (with Red-Yellow-Green) Know what the Quarter is All About (The Main Thing) 3-5 Individual Priorities (with Red-Yellow-Green)
- 5. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University REVIEW, DISCUSS, BRAINSTORM
- 6. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University CHECK IN Everyone share: a piece of good news or a recent victory or a brag 6
- 7. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University REVIEW THE ENDING QUARTER R e s u l t s W h a t w a s o u r p l a n ( P r i o r i t i e s , K P I s , Ta r g e t s ) ? W h a t d i d w e a c c o m p l i s h ? B r i g h t S p o t s W h a t i m p r o v e m e n t s d i d w e a c h i e v e ? W h a t w o r k e d w e l l t h a t w e c a n u s e ? Lessons Learned W h a t d i d n o t w o r k w e l l ? W h a t d i d w e l e a r n ? Parking Lot A n y i t e m s i n o u r P a r k i n g L o t n e e d d i s c u s s i o n ? 7
- 8. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University REVIEW ENDING QUARTER – COMPANY D i s c u s s t h e t o p C o m p a n y P r i o r i t i e s , T h e m e a n d C r i t i c a l # s f r o m l a s t q u a r t e r D i s c u s s t h e B r i g h t S p o t s a n d L e s s o n s L e a r n e d
- 9. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University REVIEW ENDING QUARTER – TEAM D i s c u s s t h e t o p Te a m P r i o r i t i e s & K P I s D i s c u s s t h e B r i g h t S p o t s a n d L e s s o n s L e a r n e d
- 10. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University REVIEW TEAM PARKING LOT D i s c u s s i t e m s t h a t w e r e r e c o r d e d i n t h e P a r k i n g L o t t h r o u g h o u t t h e q u a r t e r. C o u l d a n y e n d u p a s Te a m o r I n d i v i d u a l P r i o r i t i e s i n t h e c o m i n g q u a r t e r ?
- 11. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University REVIEW PREP WORK Start-Stop-Keeps • Share all ideas • Narrow down to those that could have the biggest impact on the next quarter • Discuss those ideas as a team • Consider these as you create your plan for the next quarter
- 12. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University OPPORTUNITIES & THREATS FOR THE TEAM 1 Ye a r Ti m e H o r i z o n • Think independently • Share all ideas • Narrow down to those that could have the biggest impact on this year
- 13. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University REVIEW COMPANY ANNUAL PLAN Ye a r t o D a t e P r o g r e s s : • F i n a n c i a l G o a l s • A n n u a l I n i t i a t i v e s • C r i t i c a l N u m b e r s 13
- 14. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University REVIEW COMPANY QUARTERLY PLAN • Discuss the Main Thing (Theme) to achieve this quarter • Discuss how it is measured • Critical Numbers 14
- 15. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University SHARE COMPANY PRIORITIES (TOP 3-5) D i s c u s s t h e t o p C o m p a n y P r i o r i t i e s a n d t h e R e d - Ye l l o w - G r e e n s u c c e s s c r i t e r i a f o r e a c h S h a r e Te a m L e a d e r s I n d i v i d u a l P r i o r i t i e s f o r t h e Q u a r t e r D i s c u s s w h i c h P r i o r i t i e s y o u r Te a m w i l l w o r k t o s u p p o r t
- 16. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University OUR DAILY QUESTION Main Thing transformed into a question that we can use every day to maintain focus <ADD DAILY QUESTION HERE >
- 17. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University EXECUTION PLANNING
- 18. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University REVIEW TEAM KPIs • Does the list that carried forward in Rhythm look correct? • Do we need to remove any? • Do we need to add any? • Determine an owner and Red-Yellow-Green criteria for each.
- 19. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University SET TEAM TOP 3-5 PRIORITIES • What are the Top 3-5 Priorities for the Team this quarter? • Assign an owner for each • Determine Red-Yellow- Green criteria for each
- 20. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University DETERMINE RED-YELLOW-GREEN® 2 ways to RYG Priorities: • Use a NUMBER • DESCRIBE success Tips • Focus on specific results • What does success look like? • What does failure look like? • Avoid using dates alone
- 21. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University SET INDIVIDUAL TOP 3-5 PRIORITIES • What are the Top 3-5 Priorities for each of us? How do each of us support the Main Thing? • Determine Red-Yellow- Green success criteria for each • Share and agree as a team on each person s Individual Priorities
- 22. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University TEST YOUR PLAN • Focus Test: Is the Main Thing clear to everyone and are Team Priorities aligned with the Company Priorities? • Energy Test: Do we have enough energy (Individual & Team Priorities) focused on the #1 Priority? • Accountability Test: Do all Priorities have clear RYG success criteria?
- 23. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University SHARE PLANS ACROSS DEPARTMENTS <Add Date Here> Once Team Plans are complete, they should be shared across teams: • Are we aligned? • Any concerns about resources? • Any conflicts? • Make tough choices • Make adjustments as needed
- 24. Copyright © 2017 Rhythm Systems, Inc. rhythmsystems.comRhythm® University 1 PHRASE CLOSE
Editor's Notes
- NOTE TO FACILITATOR: Read Rhythm Chapter 7 to have a great QP session. This is the basic takeaway for a quarterly planning session. You may have more, less or different objectives. The important thing is to make sure everyone starts the session with a clear idea of what you hope to accomplish. It is also good to remind the team that it is more important to be effective than to be efficient. You may decide that it’s a better use of time to slow down and have good quality debates and conversations around critical topics than it is to complete everything on this list. But, be intentional if you do that and make sure the team understands why you are making those choices. Give yourselves permission to be flexible. The criteria for a Winning Plan are outlined in the next slide. Please reference chapter 7 of Rhythm: How to Achieve Breakthrough Execution and Accelerate Growth for more information on Quarterly Planning
- SHARE WITH THE TEAM: These are the 3 things that make up a WINNING PLAN: Main Thing Team Priorities Individual Priorities Please reference chapter 7 of Rhythm: How to Achieve Breakthrough Execution and Accelerate Growth for more information on Quarterly Planning
- NOTE TO FACILITATOR: There are many different ways to check in and open the meeting. The idea is to get everyone’s mind working and mouth talking. Use your own icebreaker, or use this one. Exercise: 1. Ask everyone to think of one piece of good news, a recent victory or someone they want to brag on. 2. Give everyone a minute or two to think about and write down their answer. 3. Ask for a volunteer to go first, then go around the room, each person sharing.
- LEAD ACTIVITY: There are 3 ways to lead this exercise. Open Rhythm® and discuss the bullet points below about the quarter that is ending for the company. (Disregard slide 7 if you choose this option.) R3 Link: https://rhythm.rhythmsystems.com/#PrioritiesEnergyMapPl:;tab=5; R4 Link: https://rhythm.cloud/#/qtrplan/priorities Include screenshots from Rhythm® in slide 7 in this deck to review the bullet points below about the quarter that is ending for the company. List your company priorities from the quarter that is ending on flip chart paper and use the bullet points below for the discussion. (Disregard slide 7 if you choose this option.) Steps Review your Previous Quarter’s Plan and Results * Discuss which were successful, which were not? * Did we meet our sales goal? * Did we meet our production goal? * Did we meet our service level goal? * etc.... * Brainstorm Bright Spots and Victories during the quarter * Discuss what you learned from your victories and failures - lessons to take forward into the new quarter * Open Rhythm® to review the list of Parking Lot items added during the quarter. R3 Link: https://rhythm.rhythmsystems.com/#ParkingLotPlace:;tab=5; R4 Link: https://rhythm.cloud/#/qtrplan/parking There is no right or wrong way to do this. The real value is in the reflection and conversation about the quarter. It helps to establish some context for the new quarter ahead.
- LEAD DISCUSSION: Review the top Company Priorities, Theme, and Critical numbers from last quarter Lead discussion on brightspots and lessons learned. Document these. Brightspots What improvements did we achieve? What worked well that we can use going forward? Lessons Learned What did not work so well, and what did we learn from it? NOTE TO FACILITATOR: **Delete this slide if using Rhythm® or a flip chart instead of screenshots for this discussion. To customize the deck, grab a screen capture from the EnergyMap® screen (or grab a screen capture of the Theme and Critical #s) for the Quarter. (Use Alt + PrtScr on Windows or ctrl + cmd + shift + 4 on a Mac)
- LEAD DISCUSSION: Review the top Team Priorities & KPIs from last quarter Lead discussion on brightspots and lessons learned. Document these. Brightspots What improvements did we achieve? What worked well that we can use going forward? Lessons Learned What did not work so well, and what did we learn from it? NOTE TO FACILITATOR: **Delete this slide if using Rhythm® or a flip chart instead of screenshots for this discussion. To customize the deck, grab a screen capture from the EnergyMap® screen (or grab a screen capture of the Theme and Critical #s) for the Quarter. (Use Alt + PrtScr on Windows or ctrl + cmd + shift + 4 on a Mac)
- LEAD DISCUSSION: Link to Parking Lot in Rhythm® 3: https://rhythm.rhythmsystems.com/#ParkingLotPlace:;tab=5; R4: https://rhythm.cloud/#/wklymtg/parking Review the Parking Lot items added during the previous quarter. Do any require further discussion? Could any end up being a Team or Individual Priority? NOTE TO FACILITATOR: **Delete this slide if using Rhythm® or a flip chart instead of screenshots for this discussion. To customize the deck, grab a screen capture from the EnergyMap® screen (or grab a screen capture of the Theme and Critical #s) for the Quarter. (Use Alt + PrtScr on Windows or ctrl + cmd + shift + 4 on a Mac)
- NOTE TO FACILITATOR: The purpose of this exercise is to: Get people thinking about the next quarter before coming to the planning session Identify the topics and ideas that are top of mind Allow everyone the opportunity to express an idea or bring up a subject in the session * There are two ways to facilitate this exercise: using the Rhythm® screens or using the printed tool. Decide which way will work best for your team and send out instructions at least a week before the planning date. Everyone should come to the meeting prepared to share their SSKs with the team. There will be many SSKs suggested. It’s important to listen to all of them. LEAD ACTIVITY USING THE RHYTHM® SCREENS: ****Link to Start-Stop-Keep screens in Rhythm® 3: https://rhythm.rhythmsystems.com/#PlanningPrepPlace:;seg=0;type=QUARTER;tab=5; ***** Link to the Ideas screen to record Start Stop Keep ideas in R4: https://rhythm.cloud/#/qtrplan/meeting/ideas?id=053e2c51-53f1-4de9-bbeb-bad9052c073d Prior to the session: Each person should enter up to 3 Start, 3 Stop and 3 Keep ideas into the Rhythm® screens under Quarterly Planning. If a person sees that someone else has already entered the same idea that they wanted to share, they can hit the Agree button instead of entering the same idea twice. This will still count as one of their 3. During the session: Use the filter tool to display each person’s ideas, one person at a time. Ask that person to share all their SSKs and then specify which 2-3 (out of the possible 9) they think could be most important this quarter. After each person has shared, ask the team to enter a total of 3 votes into Rhythm® next to the ideas (Starts, Stops and Keeps) that they think could be most important to address this quarter. Allow time for the team to discuss the ideas that have the most votes. Be sure to circle back around to this when you begin to select the Top 3-5 Company, Team and Individual Priorities as some of the SSK ideas may become priorities. If there are SSK ideas that should be acted on, but aren’t priorities, they could be entered as Action Items, as long as they will not distract the team or divert energy from the true priorities. LEAD ACTIVITY USING THE PRINTED TOOL: Individual Sharing: Ask each person to share all their SSKs and then specify which 2-3 (out of the possible 9) they think could be most important this quarter. Write each person’s top 2-3 SSKs on a flip chart and highlight or add checkmarks to the ones that are mentioned multiple times. Group Voting: The facilitator should number the items on the combined list and ask each person in the group to identify their top 3 votes for the ideas (Starts, Stops and Keeps) that they think could be most important to address this quarter. Allow time for the group to discuss the ideas that have the most votes. Be sure to circle back around to this when you begin to select the Top 3-5 Company, Team and Individual Priorities as some of the SSK ideas may become priorities. If there are SSK ideas that should be acted on, but aren’t priorities, they could be entered as Action Items, as long as they will not distract the team or divert energy from the true priorities.
- LEAD ACTIVITY: This activity can be done using flipchart paper or using the Rhythm® screens in Quarterly Planning ***Link to the Opportunities and Threats screens in Rhythm® 3: https://rhythm.rhythmsystems.com/#PlanningPrepPlace:;seg=0;type=QUARTER;tab=5 ***** Link to the Ideas screen to record Opportunity & Threats ideas in R4: https://rhythm.cloud/#/qtrplan/meeting/ideas?id=053e2c51-53f1-4de9-bbeb-bad9052c073d Allow 5-10 minutes for each team member think independently of any opportunities or threats that haven’t already come out of the SSK exercise and either write these out on a piece of paper or enter them in the Rhythm® screens in Quarterly Planning. Have each person share with the team and record them on a flip chart or view them in Rhythm®. Put a check mark next to any that are mentioned multiple times or mark Agree if you are using the Rhythm® screens. As the facilitator, you may see ideas that are duplicates. You can use the Agree button and delete duplications to consolidate ideas. Each team member gets 3 votes as to which they think could have the biggest impact on this year. Look for patterns in the voting to get a sense of what’s most important to the team. Keep ideas posted on the wall or refer back to the screens during the session as you discuss potential priorities for the quarter.
- LEAD ACTIVITY: Review your Main Thing (Theme) and Critical Numbers for the year. Discuss and review your Key Initiatives (Annual Plan) for the year Consider these as you determine your priorities for the new quarter NOTES TO FACILITATOR: Open Rhythm® to review your Year Focus (Main Thing, Critical Numbers, etc.) and Key Initiatives (Annual Plan) R3 Link: https://rhythm.rhythmsystems.com/#AnnualPlanPlace:;tab=4;seg=2 R4 Link: https://rhythm.cloud/#/anngrpplan/keyinits Add additional slides for this section to the deck to show any year to date results
- NOTE TO FACITLITATOR: Grab a screen capture from the Rhythm® side panel screen for the Theme for the Quarter. (Use Alt + PrtScr on Windows or ctrl + cmd + shift + 4 on a Mac)
- NOTE TO FACITLITATOR: Grab a screen capture from the EnergyMap® screen for the Company Priorities for this quarter or of the Team Leader’s Individual Priorities for this quarter. (Use Alt + PrtScr on Windows or ctrl + cmd + shift + 4 on a Mac)
- NOTES TO FACILITATOR: Add the Daily Question identified during the Company Quarterly Planning Session to this slide. Share it with the team If it was recorded in Rhythm® during the Company Quarterly Planning Session, you can find it here in the Main Thing (Theme) box on the Quarter Focus page. R3 Link: https://rhythm.rhythmsystems.com/#QuarterPlanPlace:;tab=5;seg=1; R4 Link: https://rhythm.cloud/#/qtrplan/focus?id=8a290b8a55eeb5240157c49c4e766998
- NOTE TO FACITLITATOR: Rhythm 3 Link: https://rhythm.rhythmsystems.com/#CompanyKpiPlace:;seg=1;tab=5 R4 Link: https://rhythm.cloud/#/qtrplan/kpis/energy Ask: Do we have the right list of KPIs in Rhythm®? Are we talking about the right things at our weekly meetings? If your Team has Composite KPIs, discuss accuracy, consistency, and timing for updating the data. Make sure everyone knows where the data should come from, what format to use for reporting, and when to have their KPIs updated. Ask: Do we need to delete any KPIs? - Do will still find all of them helpful and worth keeping? (Tip: If it does not prompt an action when it goes Yellow/Red or provide a needed insight, delete it.) Delete any KPI that is no longer needed. (Note: This does not delete the KPI in historical quarters. It only removes it from the current quarter.) Ask: Do we need to add any KPIs? Did we have any blindspots in the previous quarter? Is there a specific problem we need to solve? (revenue, retention, etc.) Do we have a good mix of leading and lagging indicators? Leading indicators GUIDE you. They give you a glimpse into the future and help you see where you need to make adjustments. Lagging indicators REPORT the results. They let you know where you ended up. They are driven by your leading indicators Ask: What will we consider success (Green) and failure (Red) for each KPI? What is the stretch goal for each (SuperGreen)? How will we gather the data for each KPI? Will the Red-Yellow-Green® Success Criteria be a weekly, monthly or quarterly number? Blog for reference: http://www.rhythmsystems.com/blog/bid/157381/KPIs-We-Know-WHAT-to-Measure-Now-HOW-Do-We-Measure-It Grab a screen capture from the Rhythm® KPI dashboard screen for your Team from the previous quarter. (Use Alt + PrtScr on Windows or ctrl + cmd + shift + 4 on a Mac)
- LEAD DISCUSSION: Discuss, Debate, and Agree as a team Rhythm® 3 Link: https://rhythm.rhythmsystems.com/#PrioritiesEnergyMapPl:;tab=5 R4 Link: https://rhythm.cloud/#/qtrplan/priorities *** If any of the Team Leader’s Individual Priorities need to become Team Priorities: In R3: convert them by opening the priority, clicking “More” and “Convert to Team Priority” In R4: open the priority detail, hit Edit, and check the box next to “Team” *** Be sure to add a Team Priority entitled “Operational Priorities” Ask: What are the top 3-5 things we need to focus on in the next 90 days to support our Main Thing this quarter? You may have already identified one priority when you determined the company’s Main Thing for the company. You may identify 2-3 additional Priorities (Rocks) that support or are related to the company’s priorities or the team leader’s individual priorities You may also have 1-2 Operational Priorities not related to the Main Thing or company’s priorities Review Top SSK items and opportunities & threats discussed in the session. Look at your Parking Lot in Rhythm® to see any other ideas that came up during the quarter. Look at your calendar; what commitments have you already made for this quarter? The right combination will be unique for your team. Fewer priorities is better..... definitely no more than 5. State your priorities with a verb using SMART criteria: Specific Measurable Attainable Realistic Timely
- NOTE TO FACILITATOR: Take a few minutes to review the Red-Yellow-Green® criteria for each Priority. Is it reasonable? Is it a true measure of success? Green = Success Yellow = Between Red & Green Red = Failure (something bad happens) SuperGreen = Stretch Goal Red-Yellow-Greening® your priorities should make them SMART (Specific, Measureable, Attainable, Realistic & Timely). For help setting Red-Yellow-Green® success criteria, refer to Rhythm® University – R3 Link: http://university.rhythmsystems.com/index.php/success-criteria; R4 Link: https://www.rhythmuniversity.cloud/plan/red-yellow-green-success-criteria
- Rhythm® 3 Link: https://rhythm.rhythmsystems.com/#IndPriorityTablePlace:;type=USER;tab=5 Rhythm 4 Link: https://rhythm.cloud/#/qtrplan/priorities/race Users: Record your Individual priorities with Red-Yellow-Green® Success Criteria in Rhythm® and link to related Team Priorities and KPIs LEAD ACTIVITY: Steps: Allow 15-20 minutes for everyone to work independently on their top priorities. Note which Team Priority and/or KPI your Individual Priorities are linked to. Each person should have a combination of 2-3 Individual Priorities that are directly linked to Team Priorities. Each person may also have 1-2 Individual Priorities that are linked to their Operational responsibilities, and not necessarily linked to a Team Priority. Go around the room and let each person share what they have written down. It is important for the team to listen carefully to each person and speak up if they believe they have missed something or have identified something that may not need to be done this quarter, or if they have too much on their plate. This is where the team becomes most fully aligned.
- LEAD DISCUSSION: Ask: Does our plan pass all 3 tests? Tip: If you have been recording your plan in Rhythm® as you go, it will be easier to see this at a glance. If your plan does not pass one of these tests, discuss as a team to fix it. This may require some homework or a revisit at your next weekly meeting.
- LEAD DISCUSSION: In the Company Planning Session, the team should have set a date for Teams to get together to share Plans across departments. ** Add the date and meeting details to this slide.
- LEAD ACTIVITY: Before you leave, wrap up your session by asking everyone to share how they’re feeling about the work you’ve done in one phrase.