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 decision
Illustrative pitfall
“Everyone brought an update but nobody brought a decision.”
- Write the decision or recommendation needed.
- State what is outside the meeting's scope.
- Confirm whether the group can decide or only advise.
Map the participants
Illustrative pitfall
“An absent approver invalidated the discussion afterwards.”
- Identify users, evaluators, influencers and decision-makers.
- Confirm who has approval authority.
- Arrange input from anyone who cannot attend.
Understand competing criteria
Illustrative pitfall
“We assumed finance and operations meant the same thing by value.”
- Ask each stakeholder what matters to them.
- Identify non-negotiable constraints.
- Note where priorities conflict or need clarification.
Prepare decision evidence
Illustrative pitfall
“The group was asked to approve an untested assumption.”
- Share relevant verified facts in advance.
- Label estimates and unresolved questions.
- Include enough context to interpret the evidence.
Set a usable agenda
Illustrative pitfall
“Discussion filled the meeting before the decision was reached.”
- Put the decision and criteria near the start.
- Allocate time for questions and disagreement.
- Reserve time to confirm the outcome and actions.
Make room for each voice
Illustrative pitfall
“The quiet stakeholder's concern appeared only after approval.”
- Invite input from different roles.
- Use direct, respectful questions where useful.
- Check for objections without assuming silence means agreement.
Handle disagreement constructively
Illustrative pitfall
“Different priorities were treated as difficult personalities.”
- Restate the competing needs fairly.
- Compare options against agreed criteria.
- Identify what evidence could resolve a disputed point.
Keep authority clear
Illustrative pitfall
“The facilitator made a decision that belonged to the sponsor.”
- Name who owns the final decision.
- Distinguish recommendation, agreement and approval.
- Escalate issues beyond the group's mandate.
Record the actual outcome
Illustrative pitfall
“A discussion was written up as unanimous approval.”
- State what was decided, deferred or left unresolved.
- Record reasons and relevant conditions.
- Give each follow-up an owner and date.
Check understanding
Illustrative pitfall
“People left with incompatible versions of the same meeting.”
- Read back the decision and commitments.
- Circulate a concise record for correction.
- Review unresolved actions at the next agreed point.
Put it to work
Turn the checklist into focused practice.
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