Use this checklist to help plan and facilitate meetings.

Before the Meeting

	Identify the purpose and objectives of the meeting.
	Develop an agenda and allot realistic times for each item. If team members do not know one another, allow time for introductions. Try using an entertaining but quick icebreaker to create group rapport (e.g., ask each member to find an item in his or her bag or wallet and tell the story behind it).
	Think about guiding questions you could ask during the meeting that would promote information sharing (“What did you learn from your observations of the program?”). Help members analyze the information they have heard (“You’ve all mentioned areas where the program is having difficulty. From your observations, can you pinpoint the underlying problems? And how do these underlying problems play out in different areas of the program?”)
	Make sure you have a comfortable space for your meeting. Arrange for any materials you need (easel, newsprint, markers, overhead projector, etc.). If necessary, rearrange the tables and chairs so that the seating is conducive to sharing (e.g., chairs arranged around a table permit all participants to see one another).
	Other:

Starting the Meeting

	Clearly identify the purpose and objectives of the meeting, and review the agenda.
	Ask a team member to record ideas on newsprint. You might ask another member to be the timekeeper—so that the group can be alerted when it is nearly time to move on to the next agenda item.
	Use the team reflection process (see the Step 3 Background Reading) to encourage full participation.
	Remind team members about the ground rules if necessary (if a team member is dominating the conversation, becomes hostile, digresses, etc.).
	During the discussion, be mindful of the meeting’s objectives. Help the team keep on track.
	Always model appropriate behavior (active listening, directing traffic, encouraging, reading body language, etc.).
	Other:

Concluding the Meeting

	Help the group agree on a choice or action and the way to implement it.
	Summarize next steps. Reiterate who will take the lead for each step and who else will be involved. Help the team set target dates for completion and evaluation of each step.
	Briefly describe highlights of the meeting and what the group accomplished during their time together.
	Involve the team in evaluating the meeting.
	Other:

See also:
    Facilitation: Fundamentals of Leading Meetings
    Sample Meeting Ground Rules