Pre Meeting: People

Who is in the room?

4-7 People
Consistent Attendance
Contributions

How do they learn best?

Learning Styles

They are your people.

Life Events: Birthdays,
engagements, family
Health and wellness
Motivations

Pre Meeting:
Physical Space & Time
Know your space
Lighting
Temperature
Tables

Right size room

Not too large or too small
Ensure there is adequate space for people to move in and out freely

Circle up
Or as close to circle as you can get to promote conversation
Adjust chairs or tables to bring people closer

Time matters
Take into account peoples schedules
Do not schedule back to back if possible
Avoid the end of the day and before or right after vacations/breaks

Pre Meeting: Purpose

Purpose
Send the agenda with a clear outcome for the meeting.
Inform
Decide
Discuss

Decisions: How will you make it?

Democratic
Consensus
Consultative
Autocratic

Set the norms or expectations for the meeting

If you have not done this already, you might want to do this with your
group when together for the first time.
If you have pre-work or people need to come prepared, be sure to note
that in your agenda and give people enough time to complete the task.

Sample agenda
Agenda Item
Building/Breaking (5 min.)

Review Metrics Dashboard

Inform: Share current progress to

goal for alumni survey

Discuss & Decide (90 min.)

DISCUSS: Responsibility Allocation
for upcoming retreat
(10 min)

Notes

Next Steps

N/A

DISCUSS: Upcoming grant

opportunity
(45 min)
DECIDE (Democratic): Upcoming
location for staff retreat
(15 min)
Accountabilities (5 min.)
Appreciations (5 min.)