🗓️ Planning Meetings
Plan meetings exist to define the what, when, how, and who of a specific initiative. These meetings are essential for turning ideas or goals into actionable steps and aligning team members around execution.
Goal Review
Reviewing the meeting’s or project’s goals ensures everyone is aligned on what success looks like and why the work matters.
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Example: "Are we still aligned with our original objectives?"
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Example: "Do we need to adjust our goals based on recent changes?"
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When to Use: Project kickoffs, strategy meetings, quarterly planning.
Workstreams
Breaking down the work into key focus areas or initiatives ensures clarity on responsibilities and priorities.
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Example: "What are the major workstreams driving this project?"
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Example: "Are any workstreams lagging behind or blocked?"
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When to Use: Team syncs, cross-functional meetings, roadmap reviews.
Roles & Capacity
Clarifying who is responsible for what and ensuring teams have the bandwidth to execute effectively.
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Example: "Do we have the right people assigned to each area?"
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Example: "Are we stretched too thin? Do we need more resources?"
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When to Use: Resource planning, project check-ins, leadership meetings.
Timeline
Reviewing deadlines and milestones keeps projects on track and aligned with expectations.
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Example: "Are we on schedule to meet our key milestones?"
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Example: "Do we need to adjust timelines based on new priorities?"
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When to Use: Project updates, sprint planning, stakeholder meetings.
Risks & Owners
Identifying potential risks early helps mitigate issues before they become blockers. Assigning owners ensures accountability for managing them.
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Example: "What risks could impact our timeline or success?"
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Example: "Who is responsible for monitoring and addressing these risks?"
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When to Use: Risk reviews, executive updates, project retrospectives.
Sample Meetings That Fit This Category:
- Quarterly OKR setting session
- Project kickoff with work planning
- Marketing campaign roadmap discussion
- Release planning meeting
- Implementation planning with a vendor or client
- Capacity or resource allocation meeting