October 23, 2014 Leave a comment
Before you send a meeting or workshop pre-read to participants, consider a formal announcement rather than an informal calendar invite. If accepted, follow-up the announcement with the invite, and then the pre-read.
While all of the following is not necessary, put yourself in the position of participant. Ask yourself, “Would I be interested in knowing this _______?” Clearly if the answer is ‘yes’, then consider putting it in the meeting announcement. Some considerations include:
- Meeting facilitator contact information; including perhaps:
- Easy to cut and paste email
- URL for business group or division
- Primary telephone
- Mobile telephone
- URL for SharePoint or workgroup folder
- Meeting logistics; including perhaps:
- Date of meeting
- Time of meeting
- Duration of meeting
- Location of meeting (including a map if part of a large campus setting). Plus any hints about best access such as elevator banks to take or avoid
- Meeting participants; including perhaps:
- List of attendees
- Alternatively consider adding their contact information as well
- Items that should or should NOT be brought with them
- Request for questions they would like answered during the meeting
- Meeting rationale; including:
- Purpose and scope of the meeting (50 words or less)
- Statement of meeting deliverables (ie, output) or desired outcome
- DRAFT agenda items (knowing some minor changes may occur)
- Other miscellany particular to your situation
While these considerations may appear burdensome, they are truly optimal. You can remove or subtract as you deem fit, but always make adjustments from the point of view of the participants, rather than what will make your life easier.
Let us know what you think by commenting below. For additional methodology and team-based meeting support for your change initiative, refer to “Change or Die, a Business Process Improvement Manual” for much of the support you might need.
Become Part of the Solution, Improve Your Facilitation Skills
The FAST curriculum on Professional Facilitation Skills details the responsibilities and dynamics mentioned above. Remember, nobody is smarter than everybody, so consult your FAST Facilitator Reference Manual or attend a FAST professional facilitative leadership-training workshop offered around the world (see MG Rush for a current schedule — an excellent way to earn 40 PDUs from PMI, CDUs from IIBA, or CEUs).
Do not forget to order Change or Die if you’re working on a business process improvement project. It provides detailed workshop agendas and detailed tools to make your role easier and your team’s performance a lot more effective—daring you to embrace the will, wisdom, and activities that amplify a facilitative leader.