Meeting Planning:

The facilitator will want to make sure the objectives of the meeting and team are clearly defined and outcomes are expressed. Determine the meeting approach by identifying which items on the agenda will be for whole team discussion, smaller group discussions and work time. Plan in advance what roles will be, for example, designate who will take notes (to include meeting attendance), put items on the board, and give updates in areas (i.e., activities, events, data, assigned tasks, etc.). If additional information is needed, invite speakers and experts to the meeting. Make sure to have extra copies of the agenda and other documents for review, and provide necessary materials for activities. It may also be necessary to check on any technology that is needed and make sure it is working properly. Prior to the meeting, the facilitator should send out a reminder to all team members and confirm their attendance. It is a good idea to keep an updated list of all members and their contact information. This can be used to keep track of attendance at meetings, as well as making sure all individuals receive information.

A key aspect in planning for the meeting is deciding the location and method of the meeting. Having as many team members in attendance is necessary to obtain a well-rounded perspective, team collaboration, and member buy-in. Consider having multiple means to join a meeting, including in person, virtual using a computer, tablet or telephone, or phone in. It is important to continue meeting as a team, even if all members cannot present.