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.