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TL;DR
Quarterly Business Reviews (QBRs) are a game-changer for scaleup leaders. They’re your secret weapon for staying aligned, tracking progress, and driving growth. But…they are also easy to overcomplicate. QBRs can be unproductive and vague if not run properly, lacking accountability and alignment, which are two things which we know at Stellafai are paramount to strategy execution.
So, how do you nail your QBRs and make them not just another meeting on the calendar? Here’s your playbook.
What is a QBR and Why It Matters
A Quarterly Business Review is a strategic meeting held every three months to review progress, align on priorities, and plan for the future. For scaleups, this is crucial. It’s your chance to step back, assess the bigger picture, and ensure everyone is rowing in the same direction.
Key Benefits of QBRs
- Alignment: Ensures everyone is on the same page.
- Accountability: Tracks progress and holds teams accountable.
- Adaptability: Identifies areas for improvement and pivots as needed.
- Strategic Planning: Sets the stage for the next quarter’s goals and initiatives.
Preparing for a QBR: The Essentials
1. Define Clear Objectives
Before diving into the meeting, know what you want to achieve. Are you reviewing last quarter’s performance? Setting new goals? Solving specific problems? Define your objectives clearly.
2. Gather Relevant Data
Data is the backbone of a successful QBR. Collect performance metrics, financial reports, customer feedback, and any other relevant data. Make sure it’s accurate and up-to-date.
3. Set the Agenda
A well-structured agenda keeps the meeting focused and productive. Here’s a basic template:
- Introduction and Objectives (5 minutes)
- Review and Retrospect of Last Quarter’s Performance (30 minutes)
- Financial Overview (20 minutes)
- Customer Feedback and Market Trends (20 minutes)
- Challenges and Roadblocks (20 minutes)
- Goals and Action Items for Next Quarter (30 minutes)
- Q&A and Open Discussion (15 minutes)
Very simple branded Stellafai pdf/canva of the agenda (our logo + these words)
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4. Assign Pre-Meeting Tasks
Assign team members specific tasks to prepare for the QBR. This could be data analysis, preparing presentations, or gathering customer feedback. Ensure everyone knows their responsibilities well in advance.
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5. Create a Collaborative Environment
Encourage open discussion and feedback. A QBR is not just a presentation; it’s a collaborative effort to drive the company forward.
Running Your Perfect QBR: A Collection Of Best Practices
Do’s and Don’ts For Scaleup Leaders
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1. Start Strong
Kick off the meeting with a brief overview of the agenda and objectives. Set the tone by highlighting the importance of the QBR and what you aim to achieve.
2. Review and Retrospect on Past Performance
Analyse the previous quarter’s performance. What were your goals? Did you meet them? Why or why not? Use data to drive the discussion and identify trends.
3. Financial Overview
Present a concise financial report. Focus on key metrics like revenue, profit margins, and expenses. Highlight any significant financial events or trends.
4. Customer and Market Insights
Share customer feedback and market trends. What are customers saying about your product? Are there new market opportunities or threats? This helps align your strategies with market realities.
5. Address Challenges
Discuss any challenges or roadblocks faced in the last quarter. Be honest and open about what went wrong and why. Use this time to brainstorm solutions and prevent future issues.
6. Set Goals for the Next Quarter
Define clear, measurable goals for the upcoming quarter. Ensure these goals are aligned with your long-term strategy and address the insights gained from the review.
7. Summarise and Assign Action Items
Wrap up the meeting with a summary of key takeaways and assign action items. Make sure each action item has a clear owner and deadline.
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Follow-Up: Making QBRs Count
1. Document Everything
Record the meeting minutes, key takeaways, and action items. Share this document with all participants to ensure everyone is on the same page.
2. Track Progress
Regularly check in on the progress of action items and goals set during the QBR. This keeps everyone accountable and ensures follow-through.
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3. Continuous Improvement
After each QBR, request feedback on the meeting’s effectiveness. What worked well? What could be improved? Use this feedback to refine your QBR process continuously.
Tips for Scale-up Leaders
1. Keep It Focused
As a scaleup, you have limited time and resources. Keep your QBRs focused on the most critical issues and opportunities.
2. Foster a Culture of Accountability
QBRs are only effective if team members are held accountable for their commitments. Foster a culture where accountability is expected and valued.
3. Be Adaptable
The market moves fast, and so should you. Use QBRs as an opportunity to adapt your strategy based on the latest data and insights.
4. Leverage Technology
Use tools and software to streamline the QBR process. Project management tools, data analytics platforms, and collaboration software can make QBRs more efficient and effective.
5. Lead by Example
As a leader, your attitude towards QBRs will set the tone for the rest of the team. Show that you value the process and are committed to making it a success.
Useful Resources
How to run a QBR that people genuinely want to attend | Notion
Quarterly Planning Workbook | Notion Template
Stay on Track With These | Quarterly Business Review Templates
Quarterly Business Review (QBR) Template | Gamma
Quarterly Business Review Examples, Templates, And Agendas - Gong
QBR Presentation Template | Miro
Free QBR Quarterly Business Review Template | Asana
Scaling Up Resources | Scaling Up
Conclusion
Running a stellar Quarterly Business Review meeting is 1 part art and 2 parts science. It requires clear objectives, thorough preparation, and a collaborative approach. By following this playbook, you can turn your QBRs into powerful tools for alignment, accountability, and growth.
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