Before you send a meeting or workshop pre-read to participants, consider a formal meeting announcement rather than an informal calendar invite. If accepted, follow-up the announcement with the invite, and then your pre-read package.

Meeting Announcement Considerations Prior to Shipping a Pre-Read

Meeting Announcement

While all of the following is not necessary, put yourself in the position of the participant. Therefore, ask yourself, “Would I be interested in knowing this _______?” Clearly, if the answer is ‘yes’, then consider putting it in your meeting announcement.

Therefore, 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.


Meanwhile, MG RUSH  professional facilitation curriculum focuses on practicing methodology. Each student thoroughly practices and rehearses tools before class concludes. While some call this immersion, we call it the road to building impactful facilitation skills.

Therefore Become Part of the Solution While You Improve Your Facilitation, Leadership, and Methodology Skills

Take a class or forward this to someone who should. MG RUSH Professional Facilitation curriculum provides an excellent way to earn up to 40 SEUs from the Scrum Alliance, 40 PDUs from PMI, 40 CDUs from IIBA, and 3.2 CEUs. As a member of the International Association of Facilitators (IAF), our Professional Facilitation, our training fully aligns with IAF Certification Principles. Consequently, our professional curriculum fully prepares alumni for their Certified Professional Facilitator designation.

Furthermore, all of our classes immerse students in the responsibilities and dynamics of effective facilitation and methodology. Because nobody is smarter than everybody, attend an MG RUSH  Professional Facilitation, Leadership, and Methodology workshop offered around the world. See MG RUSH  for a current schedule.

Additionally, go to the Facilitation Training Store to access proven in-house resources. There you will discover fully annotated agendas, break timers, and templates. Finally, take a few seconds to buy us a cup of coffee and please SHARE with others.

In conclusion, we dare you to embrace the will, wisdom, and activities that amplify a facilitative leader.

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Facilitation Expert

Terrence Metz, CSM, PSPO, CSPF, is the Managing Director of MG RUSH Facilitation Training and Coaching, the acknowledged leader in structured facilitation training. His FAST Facilitation Best Practices blog features over 300 articles on facilitation skills and tools aimed at helping others lead faster, more productive meetings and workshops that yield higher quality decisions. His clients include Agilists, Scrum teams, program and project managers, senior officers, and the business analyst community among numerous private and public companies and global corporations. As an undergraduate of Northwestern University (Evanston, IL) and MBA graduate from NWU’s Kellogg School of Management, his professional experience has focused on process improvement and product development. He continually aspires to make it easier for others to succeed.

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