Agendas - Expert Calls with Chair

Audience: Regional Experts with EOA Chairs

Purpose: Monthly 50-minute facilitation agendas designed to follow a two-step flow each month: first, the All Experts call aligns on insights, risks, and priorities; next, Experts take those priorities forward with Chairs to drive consistent chapter action and program performance across the EOA year.

Monthly flow for every agenda: 1) All Experts call happens first to align on patterns, risks, and recommended actions for the month. 2) Experts then lead the Chairs call using those agreed priorities. 3) Each Chairs call should end with clear owner actions, support needs, and topics to take back into the next All Experts discussion.

July — Q1: Cash | Program Readiness and Alignment

Objective: Use the Chairs call to focus on, early signals of health or risk, and the most important readiness actions. Then translate those insights into clear chapter roles, expectations, and operating cadence for a strong start to the EOA year.

Reminder from All Experts call: 1. New Chairs build credibility faster when Chairs and staff agree roles, decision rights, and communication cadence in the first 30 days. 2. The earliest year-start risks are incomplete annual calendars and unclear ownership for AG, coach, and board setup.

Agenda	Time	Facilitation Notes
Welcome, context and icebreaker	5 min	Icebreaker: “What is one priority that will define success for your program this year?” Reconfirm the purpose of the call and the shared role of experts, chairs, and chapter staff.
Regional updates	10 min	Quick regional level updates, and any regional trends and initiatives that may affect program delivery this month.
Readiness Priorities for Chairs	25 min	Focus on role clarity, chair-staff partnership, AG and coach placement, annual calendar readiness, and financial governance basics. Questions: Where do you see the biggest readiness gap in your chapter right now, and what is driving it? What decisions or responsibilities still need to be clarified this month to keep momentum strong? Where would targeted support from the Expert make the biggest difference before next month?

Chair actions before next month	10 min	1. Finalize and circulate the annual program calendar, including board meetings, Learning Days, and recruitment milestones. 2. Confirm AG, coach, and board assignments and raise any unresolved gaps to the Expert before the next monthly call.

August — Q1: Cash | Board Setup and EO Board Collaboration

Objective: Strengthen EOA board effectiveness and clarify how chairs and experts partner with EO chapter leadership to support program execution.

Reminder from All Experts call: 1. The strongest boards have clear role descriptions, a predictable decision cadence, and members selected for contribution rather than title. 2. Governance problems usually start when EO board engagement is reactive instead of planned and when EOA board members do not know their specific accountabilities.

Agenda	Time	Facilitation Notes
Welcome and icebreaker	10 min	Icebreaker: “What is one board practice that has improved accountability in your chapter?” Set the focus on board effectiveness and EO partnership.
Regional updates	10 min	Quick regional level updates, and any regional trends and initiatives that may affect program delivery this month.
Board Priorities for Chairs	25 min	Review board structure, role clarity, recruiting the right members, and engagement with the EO chapter board. Questions: Which board or governance gap is having the greatest impact on execution right now, and why? What needs to be clarified or strengthened this month to improve board effectiveness and EO alignment? Where could Expert support help unlock faster progress or better decisions?
Chair actions before next month	10 min	1. Confirm board member responsibilities and identify any seat changes or support needs required before next month. 2. Schedule or confirm the next EO board touchpoint and align on the one or two key updates the Chair will bring forward.

September — Q1: Cash | Learning Day and Program Review

Objective: Improve Learning Day quality and program review discipline by focusing on delivery standards, participation, and actionable feedback.

Reminder from All Experts call: 1. Learning Days are strongest when content is tightly matched to participant needs and speakers are briefed well in advance on outcomes and audience context. 2. Weak attendance and flat feedback usually signal that session relevance, pacing, or follow-up between Learning Days needs adjustment.

Agenda	Time	Facilitation Notes
Welcome and check-in	10 min	Icebreaker: “What is one change that would make your next Learning Day more impactful?”
Regional updates	10 min	Quick regional level updates, and any regional trends and initiatives that may affect program delivery this month.
Learning Day Priorities for Chairs	25 min	Discuss scheduling, content curation, speaker quality, attendance management, and participant feedback. Questions: What is currently limiting the impact of your Learning Day experience most, and how is it showing up? What adjustment this month would most improve relevance, participation, or follow-through for the next session? Where would support from the Expert help you raise quality or solve a recurring challenge?
Chair actions before next month	10 min	1. Finalize two improvements to the next Learning Day, such as a speaker change, agenda refinement, or stronger feedback capture plan. 2. Follow up with low-attendance or low-engagement participants and bring any recurring concerns back to the Expert before the next call.

October — Q2: Strategy | Recruitment, Governance and Quarterly Review

Objective: Advance recruitment and governance practices that improve lead conversion, board accountability, and quarterly decision-making.

Reminder from All Experts call: 1. Programs grow faster when recruitment is owner-led, tracked weekly, and supported by simple board accountability rather than occasional campaigns. 2. The clearest Q2 risk signals are thin top-of-funnel activity, low conversion discipline, and boards that review numbers without assigning follow-through.

Agenda	Time	Facilitation Notes
Welcome and quarter opener	10 min	Icebreaker: “What is one recruitment tactic that has produced quality leads for your program?”
Regional updates	10 min	Quick regional level updates, and any regional trends and initiatives that may affect program delivery this month.
Recruitment Priorities for Chairs	25 min	Focus on lead generation, conversion, joint recruitment events, board cadence, and growth metrics. Questions: Where is your recruitment process breaking down most right now—pipeline, conversion, ownership, or follow-up? What change this month would most improve recruitment discipline or decision-making in your chapter? Where would Expert support help remove barriers or accelerate growth?
Chair actions before next month	10 min	1. Assign board owners to the current recruitment pipeline and confirm weekly reporting on leads, conversions, and stalled prospects. 2. Resolve one governance or decision bottleneck this month and share the outcome with the Expert before the next call.

November — Q2: Strategy | Participant Engagement and Partnerships

Objective: Deepen participant engagement and expand value through stronger partnerships, community-building, and peer connection.

Reminder from All Experts call: 1. Participant engagement improves when programs create meaningful touchpoints between Learning Days, not just during formal sessions. 2. Partnerships add value when they solve a clear participant need, such as peer connection, business learning, or member access, rather than being added for visibility.

Agenda	Time	Facilitation Notes
Welcome and win share	10 min	Icebreaker: “What is one recent action that strengthened participant engagement in your program?”
Regional updates	10 min	Quick regional level updates, and any regional trends and initiatives that may affect program delivery this month.
Engagement Priorities for Chairs	25 min	Discuss tactics that sustain engagement between Learning Days, partnership opportunities, and ways to deepen peer connection. Questions: Where is participant engagement strongest and weakest right now, and what patterns do you notice? What would most improve connection, consistency, or value between Learning Days this month? Where could Expert support help you deepen engagement or activate the right partnership?
Chair actions before next month	10 min	1. Launch one between-session engagement activity, such as a peer roundtable, small-group connection, or accountability check-in. 2. Advance one partnership opportunity with a clear owner, purpose, and expected participant benefit before the next call.

December — Q2: Strategy | AG Health Check and Success Stories

Objective: Assess Accountability Group health, reinforce coach engagement, and surface success stories that demonstrate program impact.

Reminder from All Experts call: 1. Healthy AGs have consistent coach follow-through, visible participant accountability, and quick intervention when one group starts to drift. 2. Strong success stories usually come from programs that intentionally capture outcomes and connect them back to the participant journey.

Agenda	Time	Facilitation Notes
Welcome and reflective opener	10 min	Icebreaker: “What is one success story that best reflects the value of your program this year?”
Regional updates	10 min	Quick regional level updates, and any regional trends and initiatives that may affect program delivery this month.
AG Priorities for Chairs	25 min	Focus on AG health checks, coach engagement, underperforming groups, and capturing participant success stories. Questions: Which AG or coach issue is creating the most risk for participant experience right now, and why? What intervention this month would most improve accountability, consistency, or group health? Where would support from the Expert help you address underperformance or surface stronger success stories?
Chair actions before next month	10 min	1. Identify one AG or coach situation that needs intervention and agree who will act before the next call. 2. Capture and share two participant success stories that demonstrate program value and can be used in chapter communications or renewals.

January — Q3: People | Mid-Year Review

Objective: Use mid-year data to evaluate performance, make course corrections, and align H2 priorities across experts and chairs.

Reminder from All Experts call: 1. Mid-year reviews are most useful when they identify a small number of decision-critical risks instead of trying to solve every issue at once. 2. The strongest H2 recoveries come from early action on attrition, uneven engagement, and weak board follow-through.

Agenda	Time	Facilitation Notes
Welcome and H2 reset	10 min	Icebreaker: “What metric most needs attention in your program right now?”
Regional updates	10 min	Quick regional level updates, and any regional trends and initiatives that may affect program delivery this month.
Mid-Year Priorities for Chairs	25 min	Review growth, graduation, attrition, engagement, and board-level performance. Identify course corrections for H2. Questions: Which performance signal needs the closest attention right now, and what does it suggest about the second half of the year? What course correction this month would have the greatest impact on retention, engagement, or program execution? Where could Expert support help you move from insight to action more effectively?
Chair actions before next month	10 min	1. Finalize H2 priorities with owners, measures, and review dates for each priority area. 2. Escalate one unresolved risk or support need to the Expert if it could materially affect retention, engagement, or cohort health.

February — Q3: People | Succession and Leadership Continuity

Objective: Build leadership continuity by identifying successors early, strengthening onboarding, and reducing transition risk.

Reminder from All Experts call: 1. Leadership transitions are smoother when Chair-Elects are identified early and given real exposure before formal handover begins. 2. Succession risk increases quickly when onboarding is left to the last minute or when the next leader does not understand program rhythms and stakeholder relationships.

Agenda	Time	Facilitation Notes
Welcome and pulse check	10 min	Icebreaker: “What leadership capability does your program most need next?”
Regional updates	10 min	Quick regional level updates, and any regional trends and initiatives that may affect program delivery this month.
Succession Priorities for Chairs	25 min	Discuss identifying future leaders, onboarding Chair-Elects, succession for trainers and coaches, and support for at-risk participants. Questions: Where is succession planning least defined today, and what risk could that create if it stays unresolved? What needs to be confirmed or started this month to strengthen leadership continuity for the year ahead? Where would Expert support help you prepare incoming leaders or close a critical gap?
Chair actions before next month	10 min	1. Confirm the likely successor or leadership pipeline for each critical role and identify any gaps that still need attention. 2. Schedule at least one shadowing or transition activity for incoming leaders before the next monthly call.

March — Q3: People | Succession Planning and Program Health

Objective: Protect program health through effective handovers, proactive renewal planning, and targeted support for at-risk participants.

Reminder from All Experts call: 1. Small or declining programs show warning signs early: weak renewals, inconsistent engagement, and delayed intervention on at-risk participants. 2. Handovers protect program health only when key knowledge, decisions, and relationships are documented before people step out of role.

Agenda	Time	Facilitation Notes
Welcome and future-state opener	10 min	Icebreaker: “What must be true by June for your program to finish the year well?”
Regional updates	10 min	Quick regional level updates, and any regional trends and initiatives that may affect program delivery this month.
Program Health Priorities for Chairs	25 min	Discuss projected cohort size, renewal risk, institutional memory, knowledge transfer, and key stakeholder transitions. Questions: What is the most significant program health risk you are watching right now, and what makes it important? What action this month would best protect renewals, continuity, or overall cohort strength? Where could Expert support help you intervene earlier or manage risk more effectively?
Chair actions before next month	10 min	1. Identify the participants or segments most at risk for non-renewal and assign follow-up owners before the next call. 2. Document key program decisions, contacts, and timelines that incoming leaders will need during handover.

April — Q4: Execution | Year-End Readiness, Renewals and Board Action

Objective: Drive renewal readiness through early intervention, clear board action, and disciplined follow-through on participant retention.

Reminder from All Experts call: 1. Renewal outcomes improve most when Chairs and boards engage fence-sitters early instead of waiting for final decisions. 2. The most common late-stage risks are unclear ownership for follow-up, weak board involvement, and outreach that focuses on logistics instead of participant value.

Agenda	Time	Facilitation Notes
Welcome and renewal opener	10 min	Icebreaker: “What is one action that will most improve renewals in your chapter over the next 30 days?”
Regional updates	10 min	Quick regional level updates, and any regional trends and initiatives that may affect program delivery this month.
Renewal Priorities for Chairs	25 min	Cover graduation forecasts, attrition risk, fence-sitters, board roles in renewal, and momentum-building tactics. Questions: Which renewal risk or participant segment needs the most attention right now, and why? What action this month would most improve confidence, momentum, or follow-through on renewals? Where would Expert support help you move a difficult conversation or decision forward?
Chair actions before next month	10 min	1. Finalize an outreach plan for all fence-sitters and assign board or staff owners to each conversation. 2. Escalate any unresolved high-risk renewals to the Expert with a brief summary of the barrier and the support needed.

May — Q4: Execution | Succession Handover and Onboarding

Objective: Ensure a seamless transition by completing handovers, onboarding incoming leaders, and preserving institutional knowledge.

Reminder from All Experts call: 1. Effective handovers are specific: they transfer decisions, relationships, timelines, and known risks—not just files or meeting notes. 2. Incoming leaders onboard faster when they receive a short list of priorities, key contacts, and current issues rather than a full history dump.

Agenda	Time	Facilitation Notes
Welcome and transition opener	10 min	Icebreaker: “What is one handover action that will protect continuity in your program?”
Regional updates	10 min	Quick regional level updates, and any regional trends and initiatives that may affect program delivery this month.
Handover Priorities for Chairs	25 min	Discuss final handover checklists, onboarding of incoming chairs and board members, institutional memory, and continuity planning. Questions: What handover gap feels most urgent right now, and what could happen if it is not addressed soon? What must be completed this month to ensure incoming leaders are set up for continuity and confidence? Where could Expert support help you strengthen onboarding, handoff quality, or follow-through?
Chair actions before next month	10 min	1. Complete the handover checklist, including priorities, contacts, open issues, and upcoming deadlines for incoming leaders. 2. Hold at least one structured onboarding conversation with the incoming Chair or board lead before the next call.

June — Q4: Execution | Transition Alignment

Objective: Close the year with clear transition alignment, recognition of outgoing leaders, and readiness for the next fiscal year.

Reminder from All Experts call: 1. Strong year-end transitions capture what should be repeated, stopped, or improved while there is still time to brief incoming leaders. 2. Readiness for the new year is strongest when transition, recognition, and next-year priorities are planned together rather than handled separately.

Agenda	Time	Facilitation Notes
Welcome and year-end reflection	10 min	Icebreaker: “What is one lesson from this year that you would pass to incoming leadership?” Include incoming chairs where possible.
Regional updates	10 min	Quick regional level updates, and any regional trends and initiatives that may affect program delivery this month.
Transition Priorities for Chairs	25 min	Review renewals, graduation readiness, incoming leadership orientation, and final alignment on the year ahead. Questions: What transition issue needs the most attention right now, and how could it affect next year’s start? What still needs to be aligned this month to close the year well and prepare incoming leadership effectively? Where would Expert support help you strengthen readiness, clarity, or continuity for the new cycle?
Chair actions before next month	10 min	1. Finalize the transition brief for incoming leaders, including lessons learned, immediate priorities, and unresolved risks. 2. Confirm one or two July readiness actions and share any final support needs with the Expert before the new cycle begins.

Agendas - Expert Calls with Chair

EOA Regional Expert Call Agendas