RBF is just one approach to developing and facilitating meetings that move you from talk to collective action and impact. Others are possible. Whatever approach is selected, meeting planning should involve attention to each of the following elements so that the meeting is planned to achieve success. Begin with the end in mind to help achieve a successful meeting for everyone involve

Meeting Design, Location, and Notification

• Determine what will make the meeting successful and what the desired outcome is.

• Plan for the process and content needs and issues to achieve success, and design the meeting to meet those needs.

• Provide adequate notice of the meeting date.

• Provide advance copies of the agenda.

• Consider issues such as location, time of day, space, and environment.

• Provide participants with a roster and contact information so that they are aware of who has been invited.

• Consider the linguistic, cultural, racial, and ethnic diversity of the participants in planning the meeting, including its format and location.

• Consider adult learning and communication needs in designing the meeting, including its format, location, and room arrangement.

Agenda Development

• Identify the purpose and intent of the meeting and ensure that this is part of the agenda.

• Focus on how to achieve the desired results.

• Consider consulting with the meeting participants about agenda development to gain their input and perspectives.

• Create a working agenda to guide the meeting leadership with timelines, specific notes, supply needs, and so on.

• Create a public participant agenda for distribution before the meeting.

• Be intentional about the presentation and facilitation format and roles. Consider the balance of information, discussion, and decisional items, as well as the use of small and large groups, exercises, open discussion, and so on.

• Consider using lecture, information sharing, interaction and hands-on activities, and the adult learning styles of those involved, and keep in mind the linguistic, racial, ethnic, and cultural needs of the participants.

• For all speakers, as well as the chair, ensure clarity about roles, timelines, and other critical issues prior to the start of the meeting.

Evaluation

• Include opportunities for feedback in the agenda. This can be done by having an open conversation, providing a tool, or completing an exercise.

• Consider follow-up opportunities to gather feedback and evaluate the meeting process and content. Online surveys, as well as more personal interaction, may be used.

Meeting Follow-Up

• Let participants know if notes will be provided, and, if so, provide these in a timely manner.

• Identify follow-up steps, roles, responsibilities, and timelines, and communicate these during the meeting as well as during follow-up.