Quarterly Business Reviews (QBRs) are a golden opportunity. Done right, they can help your business stay aligned, pivot when needed, and double down on what’s working. Done poorly? They feel like just another meeting that eats into your team’s time without adding much value.
Unfortunately, that’s often the case. In fact, 72% of executives say QBRs feel like a waste of time—mostly because they’re disorganized, lack focus, and go off the rails.
But with a solid plan, clear structure, and the right tools, you can run QBRs that deliver real insights, align your teams, and drive action. Let’s break down how.
What Is a Quarterly Business Review (QBR)?
A QBR is a once-every-three-months check-in to evaluate your company’s progress, performance, and priorities. Think of it as a checkpoint. It helps leadership teams adjust strategy, assess customer satisfaction, review financials, and set the tone for the next quarter.
It’s not a report card—it’s a conversation.
Before the QBR: What to Prepare
Preparation makes or breaks a QBR. When you show up with clarity and structure, the meeting is automatically more productive. Here’s how to prep like a pro:
1. Review the Past Quarter
What worked? What didn’t? Pull the numbers, review your KPIs, and gather input from different departments.
2. Set a Clear Agenda
An agenda is more than a list—it’s a map. It keeps things on track and avoids wasting time. According to Mural, a clear agenda is one of the biggest factors in a successful QBR.
Your agenda might look like this:
- Welcome and objectives
- Review of last quarter’s goals and outcomes
- Financial overview
- Performance metrics (KPIs)
- Departmental updates
- Market/customer updates
- Strategic goals for next quarter
- Action items and responsibilities
3. Collect Real-Time Data
Avoid stale spreadsheets. Use real-time financial reporting tools to give your team accurate insights. When your numbers are live, your decisions are sharper.
4. Invite the Right People
Only include stakeholders who can contribute meaningfully. That usually means leadership, finance, customer success, sales, and operations.
Running the QBR: Step-by-Step
Here’s how to run your QBR meeting smoothly:
1. Start With Purpose
Begin with a short welcome and set expectations. Why are you here? What do you want to walk away with? This helps everyone stay focused.
2. Review Goals & Performance
Go back to the goals you set last quarter. Did you hit them? Miss them? Why? Use this time to reflect, not point fingers.
Visual aids help here. Charts, dashboards, and scorecards keep everyone on the same page.
3. Dig Into the Data
Look at:
- Revenue and profit margins
- Key metrics (customer churn, acquisition cost, retention rate)
- Department-specific goals
- Operational roadblocks
Use data to tell the story. Just don’t drown in it.
4. Address Strategic Alignment
According to Gainsight, QBRs should always reinforce your strategy. Are your actions aligned with the bigger goals? If not, now’s the time to course-correct.
5. Discuss Customer and Market Insights
Bring in what’s happening externally. What are customers saying? Are there any market shifts that need attention?
This keeps your business agile.
6. Set Next-Quarter Goals
Be specific. Pick 3–5 top objectives. Make sure they’re:
- Actionable
- Time-bound
- Measurable
Use this time to assign ownership. Who’s doing what?
7. End With Action Items
Wrap up with clear takeaways. Recap decisions. Assign follow-up tasks. Post-meeting, send a written summary so nothing slips through the cracks. Maestra stresses the importance of post-review follow-up to keep momentum going.
Why QBRs Matter More Than Ever
As Cascade Strategy explains, QBRs help your business stay on course. They create regular checkpoints to:
- Assess strategy
- Realign priorities
- Adjust for market changes
They’re also a powerful customer retention tool. Structured QBRs help teams become strategic advisors, not just service providers. That’s a big win for loyalty and growth.
Final Thoughts: Make Your QBRs Count
QBRs don’t have to feel like a chore. With the right prep, a clear structure, and a focus on strategy, they become a powerful tool for business growth.
Remember:
- Preparation is everything.
- Stay focused on goals and data.
- Keep it actionable.
- Follow up after the meeting.
And most importantly, use your QBR to bring your team together around a shared vision. Because when everyone rows in the same direction? That’s when real progress happens.