The Pre-Meeting Checklist

Pre-Meeting Pre-Meeting
  • Interview the Meeting Sponsor/Boss - if this is you, INTERVIEW yourself.

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  • Define the roles in the meeting: yours as facilitator, the participants’ as subject matter experts, the manager, the boss, etc...

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  • Define “CONTEXT” and how you recommend setting up the meeting:  You’ll be posting a Session Objective, Agenda, Agreements, Consensus, Parking Lot, U-Shape room set up

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  • How will decisions be made? (Recommend Consensus) 

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  • Important Questions to Ask: 

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  • “Imagine the session is over … you feel great about what happened. What happened in the meeting/project and what results were achieved that make you feel so good?”

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  • “What is the session objective” (or overall project objective) 

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  • “What has been going well?”

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  • “What would you change?”

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  • “What might be some of the most important topics we discuss at this meeting?”

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  • “What else would be useful for me to know to make sure the meeting doesn't waste time?”

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  • “Who would you like to see at the meeting?”

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  • “How do you typically document meetings? 

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  • Interview the Participants

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  • 1 st - Send an introductory “Welcome to the Team!” email explaining you would like to talk with them before the meeting to answer their questions and clarify their role. 

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  • Set up Interviews – (15 minutes is average time needed) Face-to-face is best. Phone call, 2 nd best.

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  • Ask them the same questions as above.

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  • Email 1: Ask all participants for feedback ( This may be combined with Email 2, if details are completed)

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  • When the session objective and agenda are confirmed, send them to the participants asking for their feedback and questions. Confirm they understand their role in the meeting.

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  • Email 2: Participant Logistics. Include:

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  • The start and end time of the meeting. 

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  • Location and directions for meeting.

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  • (Ask participants to arrive 10 minutes early to enjoy coffee/tea and snacks. Friendly Reminder: you will kick off PROMPTLY at the start time).

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  • The Agenda. 

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  • Any items to prepare before the meeting – read a document, etc.

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  • What to bring – data, a pen, sweater, food & H2O…

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  • Is Lunch provided? If no, a list of restaurants nearby. 

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  • Confirm Meeting Logistics

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  • Location of the meeting

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  • Who will set up the room?

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  • What time can we get in room to set up? 

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  • Can we tape posters/charts on walls? 

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  • What Audiovisuals are required?

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  • Who will bring the AV and set them up? What time? 

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  • Refreshments? Lunch? - How many? Who will set it up? When? 

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  • Who will kick off the meeting? - i.e. project sponsor, boss? 

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  • Who contacts kickoff person to let them know how much time they have for opening remarks? ( 5 – 7 minutes is ideal) 

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  • Who will record the minutes? 

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  • Who will transcribe the chart pages?

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  • Prepare your Facilitator Toolbox 

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  • See Facilitator Toolbox Check list in Free Resources.

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  • CREATE, MEMORIZE AND PRACTICE YOUR OPENING SCRIPT!

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