Recommendations for QBR: Time and Resource Commitments

Quarterly Business Reviews (QBRs) meetings allow companies to assess the past quarter’s performance and set goals for the upcoming one. They are critical in aligning teams with the organization’s and client-side objectives to ensure that resources are appropriately allocated to meet targets. Despite their importance, QBRs often suffer from a lack of consistency due to competing priorities and a lack of resources needed to invest in a strategic business review.  Determining the success factors and structuring QBRs require careful planning and a clear understanding of what is to be achieved. This involves setting clear objectives, liaising with clients to determine a suitable meeting schedule, and allocating sufficient resources. Defining these variables in advance helps to create an agenda that maximizes the meeting’s value and fosters a collaborative atmosphere, promoting productive dialogue and actionable insights.

Key Takeaways

• QBRs must have well-defined goals and a structured agenda to be effective.
• Adequate preparation and skilled facilitation are crucial for successful QBRs.
• Continuous improvement and effective follow-up procedures are key to long-term QBR success.

Setting Clear Objectives for QBRs

Quarterly Business Reviews (QBRs) require precise goals to ensure they are productive and valuable. Before diving into specific recommendations, it’s essential to have a clear understanding of what each client’s QBR should be about and the key components to discuss. Each QBR should start by outlining the primary objectives and link directly to available metrics and recommended business strategies.

Defining Objectives:

• Specific: Objectives must be clearly defined with no ambiguity.
• Measurable: They should have quantifiable outcomes.
• Achievable: Ensure that the objectives align with the client’s objectives or modify them as needed.
• Relevant: The objectives need to align with the company’s broader goals.
• Time-bound: Recommended prioritization of initiatives to provide structure and assist the client with timelines for execution.  

By establishing clear objectives for QBRs, companies can concentrate their efforts and resources efficiently, evaluate their progress accurately, and make necessary adjustments promptly to stay on track with delivering a value-packed business review meeting.

Determining Key Participants and Time Commitments

When preparing for a Quarterly Business Review (QBR), it is critical to identify the key stakeholders and participants who should be at the meeting. This ensures that the meeting includes individuals who can make decisions on recommended strategies and provide useful feedback for meetings going forward. This is also why the cadence of business review meetings needs to be agreed upon beforehand between MSPs and their clients to ensure the productive use of resources. 

• Identify Decision Makers: The individuals with the authority to make strategic decisions are must-haves for review meetings. They often include C-level executives, operational leads, and heads of financial departments who have the authority to advise and implement review recommendations. 
• Discuss Time Commitments: As an MSP, you don’t want to commit so many resources to developing the QBR and not have the right people present for the meeting. This is why time schedules need to be agreed upon beforehand. 

Table: Suggested Participants and Their Roles – Depending on the size of the business, here are some guidelines for getting the right stakeholders to participate:

Participants Role in QBR

It is also advisable to limit the number of participants to prevent the QBR from becoming unfocused or inefficient. A strategic selection of attendees will facilitate a more effective and streamlined meeting. Ensure each stakeholder understands their role and the expectations for their contribution to the QBR.

Streamlining QBR Preparation

The preparation stage is often the most time-consuming part of the QBR process. To optimize your efforts:

• Create a standardized QBR template that can be easily customized for each client. This will save time and ensure consistency across all your QBRs.
• Assign clear roles and responsibilities to your team members. Delegate data gathering, analysis, and presentation creation tasks to the appropriate individuals to distribute the workload effectively.
• Leverage automation tools to collect and analyze data, then create insightful reports and visualizations more efficiently.  
• Set realistic timelines for each task and ensure your team adheres to them. This will help you avoid last-minute rushes and ensure a high-quality final deliverable.

Delivering High-Impact QBRs

To make the most of your QBR meeting time and deliver maximum value to your clients:

• Focus on the most critical topics that align with your client’s goals and priorities. This may include reviewing key performance metrics, discussing strategic initiatives, and identifying areas for improvement or growth.
• Avoid being too technical and use storytelling or data visualization techniques to present your insights in an engaging and easy-to-understand manner. This will help you capture your client’s attention and drive meaningful conversations.
• Encourage active participation from your client throughout the meeting. Ask open-ended questions, seek their input on critical decisions, and involve them in the problem-solving process.
• Allocate sufficient time for discussion and Q&A. This will allow you to address concerns, clarify action items, and build stronger rapport with your clients. 

Establishing Follow-Up Procedures

Effective follow-up procedures are critical to successfully implementing Quarterly Business Review (QBR) strategies and actions. They enable a company to track progress, hold stakeholders accountable, and address feedback and concerns.

• Prioritize action items based on their impact on subsequent reviews. Focus on the most critical tasks that will deliver tangible results for your client.
• Assign clear ownership to team members and detail the procedures for follow-ups. This will improve accountability and proactiveness.
• Establish a regular cadence of check-ins with your client to report on progress, discuss any challenges, and make necessary adjustments to recommended strategies.
• Continuously gather feedback from your client on the QBR process and their overall experience. Use this feedback to refine your reviews.

Conclusion

Conducting effective QBRs requires a significant investment of time and resources, but the benefits of client satisfaction, retention, and growth make it well worth the effort. By streamlining your preparation process, delivering high-impact meetings, and ensuring effective follow-up, you can optimize your QBR process and drive long-term success for your MSP and your clients.
If you seek guidance to optimize your quarterly business review (QBR) process and manage your resources more effectively, my personalized MSP advisory services can support you. With years of experience in the industry, I offer proven strategies that can help you grow client relationships and achieve your objectives. Schedule a consultation today and take the first step towards enhancing your QBR process!