The 3-Hour Quarterly That Turns Fundraising Plans into Results
Issue #010
This week's strategic brief (4-minute read)
Most quarterly planning sessions fail because they try to solve everything in one marathon session. The compressed 3-hour format I've developed creates more strategic clarity and better execution than all-day retreats.
The key insight: time constraints force focus on what matters.
My management team completes our quarterly planning in three hours. Six people. We identify our quarterly Rocks, solve major pipeline issues, and everyone leaves aligned on priorities for the next 90 days.
No marathon retreat. No presentation decks. No vague action items that disappear three weeks later.
A reader recently asked: "How do you keep on top of your fundraising plan once you’ve got it ready?”
The answer: the right structure creates clarity, not chaos.
Why Most Quarterly Planning Kills Momentum
Traditional quarterly sessions drain energy and produce weak results:
- All-day marathons with multiple breaks and lost focus
- Exhaustive review of every detail from the previous quarter
- Unlimited brainstorming that generates overwhelming options
- Ending with 20+ priorities and zero strategic focus
The result: tired teams, scattered priorities, and plans that fade in weeks.
The 3-Hour Quarterly Framework
After years of testing different approaches, I've developed this compressed format adapted from Gino Wickman that consistently produces better outcomes:
30 min - Strategic Opening
- Share one personal and one professional win (builds positive momentum)
- Review organizational priorities that impact fundraising strategy
- Set the session focus: "What are our 3-5 strategic priorities for next quarter?"
45 min - Previous Quarter Analysis
- Scorecard review: Which metrics tell the real performance story?
- Rock completion assessment: Done or not done - no partial credit
- Strategic lessons: What would we execute differently next time?
Key principle: We extract learnings without relitigating failures.
60 min - Next Quarter Rock Selection
- Environmental scan: What's changing in our strategic landscape?
- Organizational alignment: What must we achieve to stay on track?
- Priority brainstorming: Generate 8-10 potential focus areas
- Strategic selection: Choose the 3-5 that create maximum impact
30 min - Strategic Issue Resolution Address the biggest obstacles that could block next quarter's success using systematic problem-solving.
15 min - Commitment and Accountability
- Confirm Rock ownership and completion deadlines
- Rate the session's effectiveness (immediate feedback loop)
- Schedule next quarterly session (non-negotiable commitment)
Why This Quarterly Creates Better Results
Three hours forces discipline that all-day sessions lack:
- Clear Priority Definition: If a Rock takes more than two sentences to explain, it's not clear enough
- Accelerated Decision-Making: Limited time eliminates endless discussion and forces choices
- Maintained Energy: People stay engaged when they see progress
- Strategic Accountability: Each Rock requires one clear owner and measurable outcome
Systems Spotlight: The Strategic Rock Filter
Not every good idea qualifies as a quarterly Rock. Each potential priority must pass this three-part strategic filter:
Strategic Impact Test
Does this significantly advance our annual revenue and relationship goals?
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Quarter-Appropriate Scope
Can we realistically complete this with excellence in 90 days?
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Clear Ownership
Is one person clearly accountable for the strategic outcome?
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Examples of Strategic Rocks
- Launch a gift officer development program by December 31 (Owner: Director, Philanthropy)
- Secure three $250K+ multi-year corporate partnerships by March 31 (Owner: Corporate Relations Director)
- Complete prospect research and cultivation plans for 25 foundation targets by March 31 (Owner: Director, Foundation Relations)
Examples of Weak "Rocks"
- Improve donor stewardship processes (too vague for measurement)
- Increase overall revenue performance (too broad for quarterly execution)
- Enhance team communication effectiveness (not strategically measurable)
30-Day Implementation Strategy
Week 1 - Strategic Preparation
- Review previous quarter's performance metrics and strategic outcomes
- Survey team on current quarterly planning challenges and preferences
- Block three uninterrupted hours on everyone's calendar
Week 2 - Framework Customization
- Adapt the agenda structure to your team size and organizational context
- Establish your Rock selection criteria and decision-making framework
- Prepare environmental scan questions relevant to your strategic landscape
Week 3 - Execution
- Run your first quarterly using this framework
- Stick to timeline boundaries and park off-topic discussions for later
- Focus on Rock selection over detailed problem-solving
Week 4 - Strategic Integration
- Integrate quarterly Rocks into your weekly Level 10 meeting agenda
- Establish weekly Rock progress tracking and accountability systems
- Schedule your next quarterly session immediately
The Challenge: Saying no to good ideas that don't meet the Rock criteria.
The Reward: Teams leave energized with clear direction instead of overwhelmed with scattered priorities.
Scale Check
Evaluate your last quarterly planning effort against these indicators:
- Did you select fewer than 6 priorities for your team?
- Can each team member articulate their Rock's impact in one clear sentence?
- Are you tracking Rock progress systematically in weekly reviews?
If you answered "no" to any of these questions, your planning process needs more strategic focus, not more time investment.
Reader Challenge
Ask your team this prioritization question:
"If we could only achieve 3 outcomes next quarter, what would create the biggest impact on our long-term success?"
If they generate more than 3 priorities, or if their answers focus on tactical activities rather than outcomes, you've identified your Rock selection challenge.
Coming Next Week
You've mastered weekly Level 10 operations and quarterly strategic planning. But scaling to $25M requires more than efficient systems, it demands fundamental leadership transitions.
Next Sunday: 10 Strategic Shifts That Move Chief Fundraisers from $10M to $25M (Special Edition)
Your Turn
What's your biggest challenge with planning? Too many competing priorities? Insufficient follow-through on commitments? Reply and I'll address the most common planning obstacles in future issues.
Until next week,
Christine
P.S. Three hours feels constraining until you witness your team leaving more aligned and energized than after any full-day retreat you've ever facilitated.
