FREE online courses on Effective Meeting Facilitation - Think Before You Meet - What should we send participants in advance

 

And, what information should we have available at the meeting (i.e., maps, flow charts, the old report, proposals, etc.)?

Sending out an agenda before the meeting allows participants to ask questions about it, prepare if necessary, and in general sets a businesslike tone. If participants are going to be asked to read or edit documents, send the material in advance. (Even when material has been sent ahead, time for review at the meeting might be wise.)

 

Visual aids assist in making visionary dialogue more concrete. If the planning committee must consider capital improvements to a building, obtain floor plans or blueprints. If planning focuses on publicity for the annual arts festival, make sure participants have calendars. Use worksheets to develop action plans so participants can think in terms of implementing creative ideas.