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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.


Don’t ruin your career or reputation with bad meetings. Register for a class or forward this to someone who should. Taught by world-class instructors, MG RUSH  professional facilitation curriculum focuses on practice. Each student thoroughly practices and rehearses tools, methods, and approaches throughout the week. While some call this immersion, we call it the road to building impactful facilitation skills.

Our courses also provide an excellent way to earn up to 40 SEUs from the Scrum Alliance, 40 PDUs from PMI, and 40 CDUs from IIBA, as well as 3.2 CEUs for other professions. (See individual class descriptions for details.)

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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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