Best Practice for Managing a 1:Many (Group) Meeting

Follow the 40-20-40 Rule

• 40% of your attention should be on meeting preparation
• 20% on the meeting itself
• 40% executing the takeaways from the meeting

Meeting Preparation

• Consider scheduling the meeting for 50 minutes to allow participants to take action on follow-up items or prepare for their next meeting
• At least 24 hours in advance, give the opportunity to others to prepare, don’t assume they have the time blocked to prepare for something you might send at the last minute.
• Update Roadmaps/Notes
• Create an Agenda and send it to participants

Tips on Facilitation

• Sign in to SuccessPro
• Start on time, if possible log in 5 minutes before the meeting to ensure everything is set up properly for others to attend (e.g., meeting id working, avoid last-minute app crashing).
• Ask if anyone is missing who should be present

ActiFi's Recommended Agenda for a Recurring Team Meeting

Clarity on commitments (review past commitments - did those get completed?)
Celebrate successes (recent wins)
Review Dashboard (look at the data, what goals are on/off track? For the items that are off track, what are the action items to bring them back to on track?)
Issues (if there are too many operational issues, timebox the conversation and schedule a follow-up working session to get into details, resolve them, and coordinate with managers from other groups as needed)
Next steps
Commitments to be taken care of before the next meeting
Longer-term items, captured in a Roadmap or backlog

Post Meeting Follow-Up

• Thank participants for their time
• Forward meeting review/update request to participants with next steps
• Communicate the next meeting date/time