> For the complete documentation index, see [llms.txt](https://docs.7ft10.com/flow-system/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.7ft10.com/flow-system/faciliation/meetings/meeting-prep.md).

# Meeting Prep

Effective pre-meeting preparation sets the stage for a productive workshop or meeting. To ensure all participants are aligned and prepared, consider the following key questions before the meeting begins:

**Who?**

* **Who should attend?** Identify the essential participants whose presence is necessary to achieve the meeting's goals. These may include team members, stakeholders, or decision-makers.
* **What do we want from them?** Clearly define what you expect from each attendee. This could be input on a project, decisions to be made, or updates to be shared.

**Where?**

* **Where will it be held?** Decide on the location for the meeting, whether in-person or virtual. Ensure that the chosen venue is conducive to discussion and collaboration.
* **Do people need to dial in?** If the meeting involves remote participants, provide clear instructions for dialling in or joining the virtual meeting platform.

**When?**

* **When will it be held?** Schedule the meeting at a time that works for all key participants, taking into account their availability and, if applicable, their time zones.
* **How long will it go for?** Estimate the meeting duration to manage participants' expectations and keep discussions focused.

**How?**

* **How should we set it up?** Plan the logistics of the meeting, including seating arrangements, technology setup, and materials needed for the workshop.
* **Do they need to prepare?** Communicate any pre-meeting preparation required from attendees, such as reviewing documents or preparing updates.
* **Do we need equipment and supplies?** Determine necessary resources, such as projectors, whiteboards, or handouts, and ensure they are ready for use.
* **Can they get there?** Consider the meeting location's accessibility for all participants, ensuring that everyone can attend without difficulties.