{"id":2061,"date":"2014-10-23T00:11:26","date_gmt":"2014-10-23T04:11:26","guid":{"rendered":"http:\/\/terrencemetz.com\/?p=2061"},"modified":"2026-04-21T13:48:54","modified_gmt":"2026-04-21T17:48:54","slug":"meeting-announcement","status":"publish","type":"post","link":"https:\/\/mgrush.com\/blog\/meeting-announcement\/","title":{"rendered":"Meeting Announcement Considerations Prior to Shipping a Pre-Read"},"content":{"rendered":"<h2><span style=\"font-size: 24pt;\">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.<\/span><\/h2>\n<div id=\"attachment_2062\" style=\"width: 410px\" class=\"wp-caption alignright\"><img wpfc-lazyload-disable=\"true\" loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-2062\" class=\"wp-image-2062 size-full\" src=\"https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2014\/09\/meeting-announcement-e1558210797348.png\" alt=\"Meeting Announcement Considerations Prior to Shipping a Pre-Read\" width=\"400\" height=\"511\" \/><p id=\"caption-attachment-2062\" class=\"wp-caption-text\"><span style=\"font-size: 14pt;\"><strong>Meeting Announcement<\/strong><\/span><\/p><\/div>\n<p>&nbsp;<\/p>\n<p><span style=\"font-size: 14pt;\">While all of the following is not necessary, put yourself in the position of the <a href=\"https:\/\/mgrush.com\/blog\/meeting-introduction\/\" target=\"_blank\" rel=\"noopener noreferrer\">participant<\/a>. Therefore, ask yourself, \u201cWould I be interested in knowing this _______?\u201d Clearly, if the answer is \u2018yes\u2019, then consider putting it in your meeting announcement.<\/span><\/p>\n<h3><span style=\"font-size: 14pt;\">Therefore, some considerations include:<\/span><\/h3>\n<ul>\n<li><span style=\"font-size: 14pt;\">Meeting <a href=\"https:\/\/mgrush.com\/blog\/how-to-build-trust-as-a-meeting-facilitator\/\" target=\"_blank\" rel=\"noopener noreferrer\"><strong>facilitator<\/strong><\/a> contact information; including perhaps:<\/span>\n<ul>\n<li><span style=\"font-size: 14pt;\">Easy to cut and paste email<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">URL for\u00a0business group or division<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Primary telephone<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Mobile telephone<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">URL for SharePoint or workgroup folder<\/span><\/li>\n<\/ul>\n<\/li>\n<li><span style=\"font-size: 14pt;\">Meeting <a href=\"https:\/\/mgrush.com\/blog\/meeting-problems\/\" target=\"_blank\" rel=\"noopener noreferrer\"><strong>logistics<\/strong><\/a>; including perhaps:<\/span>\n<ul>\n<li><span style=\"font-size: 14pt;\">Date of meeting<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Time of meeting<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Duration of meeting<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">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<\/span><\/li>\n<\/ul>\n<\/li>\n<li><span style=\"font-size: 14pt;\">Meeting <strong>participants<\/strong>; including perhaps:<\/span>\n<ul>\n<li><span style=\"font-size: 14pt;\">List of attendees<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Alternatively, consider adding their contact information as well<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Items that should or should NOT be brought with them<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Request for <a href=\"https:\/\/mgrush.com\/blog\/how-to-develop-questions\/\" target=\"_blank\" rel=\"noopener noreferrer\">questions<\/a> they would like answered during the meeting<\/span><\/li>\n<\/ul>\n<\/li>\n<li><span style=\"font-size: 14pt;\">Meeting <strong>rationale<\/strong>; including:<\/span>\n<ul>\n<li><span style=\"font-size: 14pt;\"><a href=\"https:\/\/mgrush.com\/blog\/meeting-introduction\/\" target=\"_blank\" rel=\"noopener noreferrer\">Purpose and scope<\/a> of the meeting (50 words or less)<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Statement of meeting <a href=\"https:\/\/mgrush.com\/blog\/single-cell\/\" target=\"_blank\" rel=\"noopener noreferrer\">deliverables<\/a> (i.e., output) or desired outcome<\/span><\/li>\n<li><span style=\"font-size: 14pt;\"><em>DRAFT<\/em> <a title=\"The Agenda can be Your Most Powerful Weapon for Leading Effective Meetings\" href=\"https:\/\/mgrush.com\/blog\/building-agendas\/\" target=\"_blank\" rel=\"noopener\">agenda<\/a> items (knowing some minor changes may occur)<\/span><\/li>\n<li><span style=\"font-size: 14pt;\">Other miscellanies particular to your situation<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><span style=\"font-size: 14pt;\">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 <a href=\"https:\/\/mgrush.com\/blog\/point-of-view\/\" target=\"_blank\" rel=\"noopener noreferrer\">point of view<\/a> of the participants, rather than what will make your life easier.<\/span><\/p>\n<h4 style=\"text-align: center;\"><span style=\"color: #ff0000; font-size: 14pt;\"><strong>______<\/strong><\/span><\/h4>\n<p><span style=\"font-size: 14pt;\">Don\u2019t ruin your career by hosting <a href=\"https:\/\/mgrush.com\/blog\/bad-meetings\/\">bad meetings<\/a>. Sign up for a <a href=\"https:\/\/mgrush.com\/public-facilitation-training\/\" target=\"_blank\" rel=\"noopener\">workshop<\/a> or send this to someone who should. <em><a href=\"https:\/\/web.archive.org\/web\/20260106090117\/https:\/\/mgrush.com\/\">MGR<span style=\"font-size: 12pt;\">USH<\/span><\/a><\/em> workshops focus on meeting design and practice. Each person practices tools, methods, and activities every day during the week. Therefore, while some call this immersion, we call it the road to building high-value facilitation skills.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>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. &nbsp; While all of the following is not necessary, put yourself in the position of the participant. Therefore, ask yourself, [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":2062,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_wp_convertkit_post_meta":{"form":"-1","landing_page":"","tag":"0","restrict_content":"0"},"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[453185951,55884429],"tags":[453190897,453190898,453191209,453192224,453192218,453192225],"class_list":["post-2061","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-leadership-skills","category-meeting-support","tag-meeting-announcement","tag-meeting-communication","tag-participants-package","tag-pre-read","tag-preparation","tag-read-ahead"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.8 (Yoast SEO v27.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Meeting Announcement Tips Prior to Shipping Your Pre-Read<\/title>\n<meta name=\"description\" content=\"Before you send pre-read packages to participants, use a formal meeting announcement, including the calendar invite, questions to be asked,\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/mgrush.com\/blog\/meeting-announcement\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Meeting Announcement Considerations Prior to Shipping a Pre-Read\" \/>\n<meta property=\"og:description\" content=\"Before you send meeting pre-read packages to participants, consider a formal meeting announcement, not simply an informal calendar invite. 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However, he also observed meetings that worked. What set them apart? A well-prepared leader who structured the session to ensure participants contributed meaningfully and achieved clear outcomes. Throughout his career, Metz, who earned an MBA from Kellogg (Northwestern University) experienced and also trained in various facilitation techniques. In 2004, he purchased MG RUSH where he shifted his focus toward improving established meeting designs and building a curriculum that would teach others how to lead, facilitate, and structure meetings that drive results. His expertise in training world-class facilitators led to the 2020 publication of Meetings That Get Results: A Guide to Building Better Meetings, a comprehensive resource on effectively building consensus. Grounded in the principle that \u201cnobody is smarter than everybody,\u201d the book details the why, what, and how of building consensus when making decisions, planning, and solving problems. Along with a Participant\u2019s Guide and supplemental workshops, it supports learning from foundational awareness to professional certification. Metz\u2019s first book, Change or Die: A Business Process Improvement Manual, tackled the challenges of process optimization. His upcoming book, Catalyst: Facilitating Innovation, focuses on meetings and workshops that don\u2019t simply end when time runs out but conclude with actionable next steps and clear assignments\u2014ensuring progress beyond discussions and ideas.","sameAs":["http:\/\/MGrush.com","http:\/\/www.facebook.com\/FacilitationTraining\/","https:\/\/www.linkedin.com\/in\/terrencemetz\/","@teammetz","https:\/\/x.com\/TerrenceMetz","https:\/\/www.youtube.com\/watch?v=j4x3-Qo9Ez4"],"birthDate":"1955-09-23","gender":"male","jobTitle":"Managing Director","worksFor":"MG Rush Facilitation","url":"https:\/\/mgrush.com\/blog\/author\/teammetz7\/"}]}},"jetpack_featured_media_url":"https:\/\/mgrush.com\/blog\/wp-content\/uploads\/2014\/09\/meeting-announcement-e1558210797348.png","jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/mgrush.com\/blog\/wp-json\/wp\/v2\/posts\/2061","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/mgrush.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/mgrush.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/mgrush.com\/blog\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/mgrush.com\/blog\/wp-json\/wp\/v2\/comments?post=2061"}],"version-history":[{"count":0,"href":"https:\/\/mgrush.com\/blog\/wp-json\/wp\/v2\/posts\/2061\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/mgrush.com\/blog\/wp-json\/wp\/v2\/media\/2062"}],"wp:attachment":[{"href":"https:\/\/mgrush.com\/blog\/wp-json\/wp\/v2\/media?parent=2061"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/mgrush.com\/blog\/wp-json\/wp\/v2\/categories?post=2061"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/mgrush.com\/blog\/wp-json\/wp\/v2\/tags?post=2061"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}