Facilitator's checklist

First meeting as a facilitator

• Explain your role, let participants know you may interrupt for a time check
• Let participants know when you would like agenda topics (one or two days before the meeting)

Before the meeting

• Ensure planned time is adequate for content, adjust agenda as necessary
• Be familiar with the meeting participants
• Understand the desired outcomes of the meeting
• Allow some time in the agenda for additional items or more time for certain time-consuming items (remember: ending a meeting early is okay!)
• Verify with participants if handouts will be used or if they need a projector and laptop (if handouts are used and the meeting will involve a call, remember to send these materials in advance)
• If the meeting attendees use a call in number, ask participants to let you know in advance if they will be calling in
• If possible, send out agenda in advance; on the agenda, always show the next meeting date, time and location

At the meeting

• Start and end on time (unless you get done early!)
• Clearly define desired outcomes from the meeting (good to write on the board)
• Listen to discussion and reflect areas of agreement that you hear (verbally and in writing)
• Provide a parking lot list and add hard-to-resolve or out-of-scope items to this list to help move the discussion along
• Keep discussion on track and balanced among participants by monitoring speakers and time spent by each
  • Respectfully return discussion to the topic at hand, when necessary
  • Engage participants who have spoken up less
  • Summarize what you've heard and keep conversation moving
• Manage the time to ensure planned content is covered
• Review action items and ownership prior to adjourning meeting

After the meeting

• Summarize action items within 48 hours and follow up with those to which they are assigned, including:
  • Clear, concise description of the action
  • Deadline for completion
  • Request for agreement
• Check in with assignees until tasks have been completed