Getting The Most Of Your Communication Team’s Planning Session

Every communication team often takes stock at multiple points in their journey. They do it in different styles. Some prefer to let their hair down and ‘bond’. Others prefer to keep it objective oriented and then have fun. While still others decide to reinvent themselves through learning and development.

However, I believe that when you put in more than what you expect the results are there to see. The fruits of this exercise will be even more fulfilling when the group is aligned on the outcomes. It is also a good idea to invite key stakeholders and external consultants to bring in fresh perspectives and thinking.

To get the most of your team’s planning session here are a few recommendations –

• Identify your objectives:  The planning session can have multiple objectives depending on the maturity of the team, the journey covered and interventions needed to scale up. At the start of the journey it can be to review the team’s construct and responsibilities. As the team matures it can be to take stock of the impact, performance and what it means to everyone, make course corrections or arrive at better ways of working. If the organization is going through a transition this is an opportunity to align the team’s goals and plans.
• Revisit the ‘why’ for the team’s existence: By starting with the basis of ‘being’ you can help the team understand what is core to contributing to the organization’s purpose. The planning session, if it is the first – is a good time to ask some tough questions. Ask – what does the team stand for, what are the team’s attributes that you want stakeholders to hold in their minds and how do they see the team in the future. Remember, that you may not get all the answers but at least the key thoughts will get surfaced.
• Consolidate feedback from stakeholders: As a lead-up to the planning session go prepared with insights from stakeholders so that you can be better informed and help the team be more effective. This feedback will also allow you to coach the team as they become better as professionals.
• Time to recognize progress and successes: Every session is a good opportunity to review lessons from the previous months and integrate it with future programs. Also, it is the right time to acknowledge great performance, the right behaviours and positive attitude.
• Highlight the team’s contributions: I have always been surprised and impressed by what the team can deliver when you put it all together. Unless you see the effort and contributions listed or showcased all in one place and at the same time the team and stakeholders never really ‘get’ what a committed unit can pull when inspired by a common cause.
• Understand personalities and styles: The team’s session is the best time to step back and reflect on each individual’s personal ways of working while aligning everyone to a common method of functioning. It is a fine line since you don’t expect and want your team to lose their individuality. Yet, it is important to ensure that the team’s diversity is helping everyone to be successful. While psychometric measures can aid up to a point they don’t always give you the best outcomes.
• Provide line of sight: Even if you fail to achieve any of the other objectives providing clarity on the big picture is paramount. Every individual in the team must know his or her role and how it all adds up. Also, where the organization is heading and how the team is driving change to achieve that goal. Explain what is changing and what will stay the same.
• Bring your learning and expectations: As a leader the team will expect and often look up to you to provide context, share best practices and learning from your experiences. Model the way as you shape the group’s journey. You can also aim for some outside-in views from leaders and experts in specific domains.
• Focus on the short and long terms: At the end of the session there must be clear next steps on the short and long term outcomes expected as a team and as individuals.  These can be documented as a plan and initiatives by each team member. Don’t forget to measure the change and impact periodically.