The Pre-Meeting Checklist
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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!