Ultimate Guide: Setting Up the Perfect Strategy Room

A strategy room is a place where you can brainstorm, collaborate, and plan your strategy with your team and stakeholders. Having a strategy room means that you'll have a space where you can leave your flipcharts and other materials in plain sight, so that you can build upon them every next meeting. And, everyone who needs some inspiration can pop in and take a look.

To ensure your strategy room is well-equipped and conducive to productive sessions, here's a comprehensive checklist:

Strategy Room Checklist

1. Comfort and Atmosphere

• Comfortable seating: Ensure ergonomic chairs and enough seating for all participants to stay focused during lengthy discussions.
• Adequate lighting: Optimize natural light and supplement with appropriate lighting options to create a welcoming atmosphere.
• Temperature control: Keep the room at a comfortable temperature to promote concentration and engagement.

2. Audio-Visual Equipment

• Large screen or projector: Display presentations, data, and visual aids clearly for everyone to see.
• Audio system: High-quality speakers and microphones for clear communication during meetings.
• Whiteboard or flipchart: Provide a writable surface for brainstorming and visualizing ideas.
• Painted walls: Painted walls are safe to stick your charts and maps on. 

3. Technology and Connectivity

• High-speed internet: Ensure reliable and fast internet access for online research and data sharing.
• Power outlets: Ample power outlets to charge devices and keep technology running smoothly.
• Video conferencing capabilities: Enable seamless remote collaboration when team members can't be physically present.

4. Collaboration Tools

• Collaboration software: Implement online platforms or tools for real-time document sharing, voting, and decision-making.
• Sticky notes and markers: Foster creativity with physical tools for brainstorming and idea organization.

5. Reference Materials

• Industry reports and data: Have essential research materials readily available for quick reference.
  • Click here for a checklist on inspirational materials.
  • Click here for a checklist on scenario planning knowlegde and backgrounds.
• Previous meeting minutes: Keep track of progress and action items from past strategy sessions.

6. Privacy and Focus

• Soundproofing: Minimize external distractions and ensure sensitive discussions stay confidential.
• Signage and access control: Clearly designate the room for strategy sessions and limit access to authorized participants.

7. Time Management

• Clock or timer: Display time visibly to keep meetings on track and respect participants' schedules.
• Agenda and meeting schedule: Have a clear plan for each session to maintain focus and meet objectives.
• Project planning: Project time line and milestone planning for scenario planning and strategic review.

8. Creativity and Inspiration

• Inspirational decor: Use artwork, motivational quotes, or industry-specific items to spark creativity.
• Idea-sharing spaces: Designate areas or corners where teams can gather informally to exchange ideas.

9. Refreshments and Amenities

• Beverage station: Provide coffee, tea, water, or other refreshments to keep participants hydrated.
• Snacks: Offer light snacks like fruits and nuts to supply the brains with energy.
• Click here for a list of brain foods

10. Post-Session Resources

• Recording capabilities: If applicable, record meetings for review or to share with team members who couldn't attend.
• Document storage: Organize and store materials from previous sessions for easy access.

By checking off each item on this list, your strategy room will be fully equipped to foster collaboration, innovation, and successful strategic planning sessions!

Click here for the virtual strategy room checklist.