Who Should Be in the Room for Strategic Planning?
- Kristine Goebel
- Oct 1
- 2 min read
Strategic Planning Series | Part 2 of 4
Last month, we kicked off our Strategic Planning Series by looking at why strategic planning matters and what organizations miss without it. (If you missed it, you can catch up here.)
Now that we know why strategy is essential, the next big question is: Who should be in the room when it’s time to plan?
Because here’s the truth: who’s in the room matters just as much as what’s on the agenda.
Bring too many voices, and you lose focus. Bring too few, and you miss critical perspectives. The right mix of people makes all the difference.
The Core Team
When it comes to strategic planning, less is more. The ideal group is 10 people or fewer.
Here’s who should be in the room:
The Top Leaders. Executives, directors, or senior managers responsible for people and decisions.
The Vision Carrier. Usually the CEO, owner, or executive director—the person who casts the “big why.”
Critical Skill-Holders. Individuals whose expertise is essential to reaching future goals.
Rising Leaders. Up-and-coming talent who need exposure to how big decisions get made.
Who Not to Invite
Not everyone belongs in the strategic planning room. To keep focus and momentum, avoid:
Overcrowding. More than 10 people make engagement harder.
Those without decision-making authority. They’ll leave frustrated if they can’t influence outcomes.
Hybrid attendance. Either everyone is in-person, or everyone is virtual. Mixing the two usually hurts connection and collaboration.
Why the Right People Matter
When the right team is at the table, you get:
Clarity of direction – fewer mixed signals and sharper priorities.
Better decisions – diverse perspectives with decision-making authority.
Stronger buy-in – ownership from leaders cascades energy through the rest of the organization.
When the wrong mix is present? Strategic planning turns into problem-solving or endless debate, and momentum stalls.
The Next Step
As you prepare for your next strategic planning session, ask:
Who must be in the room to set direction?
Who should be developed by being invited in?
Who can stay out so the conversation stays focused?
Remember: strategic planning is an event, and every detail matters—including the guest list.
Ready to Build a Plan That Works?
Whether you want to DIY with confidence or have an expert guide the process, we’ve got you covered.
Do It Yourself → Grab our Strategic Planning Facilitator’s Guide, complete with roles, checklists, and agendas to help you build the right team for the room.
Work With Us → Book a Discovery Call, and we’ll help you design (and facilitate) a planning session where the right voices are heard and the right decisions get made.
✨ Next Month (Part 3): We’ll dig into the “messy middle”—how to navigate conflict, prioritize goals, and make decisions that stick.