Avoiding POA Chaos, Part I

According to Dictionary.com, "chaos" is defined as "a state of utter confusion or disorder; a total lack of organization or order." Sound familiar when it comes to POA meetings? In my 27 years in the industry, I've seen both the best and worst of POA planning and execution.

Why POAs Matter

Pharmaceutical companies typically hold Plan of Action (POA) meetings one to two times annually. These meetings serve as primary vehicles for:

• Marketing and leadership face-time with field sales teams
• Rolling out new strategies, messages, and data
• Distributing selling tools and training programs

POA meetings represent a significant financial investment through direct costs (airfare, hotels, meals, entertainment) and indirect costs (lost field sales time). Getting them right matters.

The Scheduling Challenge

The core problem stems from sequential dependencies. L&D cannot develop training until Marketing creates core materials. Additional delays occur when Medical, Regulatory, and Legal (MRL) review processes are required. This creates a cascade effect where earlier delays compress L&D timelines, forcing teams to work frantically near event deadlines. Think of it like a relay race — the way to win is to ensure that each runner is ready and delivers a smooth handoff.

The Solution: Strong Governance

Strong governance is critical for preventing chaos. Good governance ensures stakeholder alignment, clear expectations, and conflict resolution processes. Key stakeholders include Marketing, Sales, Market Access, Sales Operations, Medical Affairs, Legal/Regulatory, L&D, and Meeting Planning.

1. Stakeholder Engagement

L&D should individually interview key stakeholder leaders to understand their POA objectives and identify process improvement opportunities.

2. Governance Committee

Establish a senior leadership committee to determine business objectives, set guiding principles, designate team members, and resolve disputes — without micromanaging details.

3. POA Team

Form a cross-functional "doer" team that creates detailed POA plans outlining objectives, deliverables, responsible parties, and deadlines. A RACI matrix helps capture this information clearly.