Prepare the next conversation, session or decision.
Work through these 10 steps and choose the actions relevant to your situation. The pitfalls are illustrative examples, not customer quotations. Use the checklist on screen or print it for your preparation.
Define the output
Illustrative pitfall
“People talked for an hour without producing anything useful.”
- State whether the group must explore, decide or practise.
- Describe the output participants should leave with.
- Check that a meeting is the right format.
Know the group
Illustrative pitfall
“The activity assumed knowledge several participants did not have.”
- Confirm roles, experience and relevant context.
- Identify differing perspectives and responsibilities.
- Check accessibility and participation needs.
Clarify authority
Illustrative pitfall
“The group agreed something it had no power to approve.”
- Name the decision-maker or programme owner.
- State what the group can decide.
- Identify how recommendations will be approved.
Design the process
Illustrative pitfall
“The agenda was a list of topics with no way to work through them.”
- Choose activities that produce the required output.
- Allocate time for individual thought and group discussion.
- Protect time to summarise and agree actions.
Prepare materials and access
Illustrative pitfall
“The breakout task started with five minutes of access problems.”
- Test the room or online tools.
- Prepare clear activity instructions and accessible materials.
- Arrange a simple backup method.
Open with clarity
Illustrative pitfall
“Participants guessed why they had been invited.”
- Explain the purpose, process and expected output.
- Agree useful participation expectations.
- Check for missing information that affects the session.
Balance participation
Illustrative pitfall
“The most confident participant became the group's only voice.”
- Give quieter participants a clear way to contribute.
- Use pairs or individual reflection where appropriate.
- Manage interruptions respectfully.
Work with disagreement
Illustrative pitfall
“The facilitator avoided tension and lost the important difference.”
- Describe the competing views fairly.
- Ask what evidence or criteria would help.
- Keep challenge focused on the issue and purpose.
Manage time and focus
Illustrative pitfall
“A side discussion consumed the time for the actual decision.”
- Notice when the discussion leaves the agreed purpose.
- Capture relevant side issues with an owner.
- Renegotiate priorities openly if time is insufficient.
Close with a usable record
Illustrative pitfall
“People remembered the discussion but not the commitments.”
- Summarise the output and unresolved questions.
- Confirm actions, owners and dates.
- Share the agreed record with those who need it.
Put it to work
Turn the checklist into focused practice.
NewSkilz shapes practical training around your people, goals, real working situations and approved content.