The Pre-Meeting Checklist

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

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

  • 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

  • How will decisions be made? (Recommend Consensus) 

  • Important Questions to Ask: 

  • “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?”

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

  • “What has been going well?”

  • “What would you change?”

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

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

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

  • “How do you typically document meetings? 

  • Interview the Participants

  • 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. 

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

  • Ask them the same questions as above.

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

  • 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.

  • Email 2: Participant Logistics. Include:

  • The start and end time of the meeting. 

  • Location and directions for meeting.

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

  • The Agenda. 

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

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

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

  • Confirm Meeting Logistics

  • Location of the meeting

  • Who will set up the room?

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

  • Can we tape posters/charts on walls? 

  • What Audiovisuals are required?

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

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

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

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

  • Who will record the minutes? 

  • Who will transcribe the chart pages?

  • Prepare your Facilitator Toolbox 

  • See Facilitator Toolbox Check list in Free Resources.

  • CREATE, MEMORIZE AND PRACTICE YOUR OPENING SCRIPT!

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