“Management is efficiency in climbing the ladder of success; leadership determines whether the ladder is leaning against the right wall.”     — Stephen R. Covey

Module Three: Planning and Preparing, Part 2

The last module dealt with the participant planning aspect of your meeting.  In this module, you will learn how to gather the things you need to help facilitate the meeting more effectively.  In addition, you will learn how to structure your invitation so you can communicate your meeting in a way that is consistent and sets expectations.  Finally, you will understand the importance of making the logistical arrangements in advance, avoiding any last minute mishaps.

Let us begin first by learning what materials you will need in order to facilitate your meeting.

Gathering Materials

Each meeting you hold will require both basic and special materials.  Your job as the meeting manager is to determine what you need and acquire them in advance, avoiding last minute surprises.

The SHOWS acronym stands for stationary, handouts, organizer, writing tools and special requests.  Let us break down each letter so you get a better understand of what this means.

• Stationary: this is all the paper you will need at the meeting.  It includes, note pads, sticky notes, index cards, envelops, tape, paper clips, folders, and flip chart.  Each meeting is different.  You do not have to bring everything on this.  Determine what is going to take place at the meeting and materials needed for each activity or presentation.  It is also wise to consult with the people on your agenda to see if they are going to facilitate activities that require stationary.
• Handouts: many times you or your presenters will need to distribute handouts.  They could be a worksheet or an outline from their electronic presentation.  In any case, you should consult with your presenters and acquire any handouts they may use.  Determine if the copy of the handout they are giving you will be the most up-to-date version.  If not, set an expectation to have them send it to you when they finalize it.   Remember to set the expectation to have it a day or so in advance, giving you time to print and filing it into your handout organizer.

Organizer: when it is time to meet, the last thing you want to do is show up with a stack of handouts in your grasps.  Using an organizer like a portable accordion file or pendaflex is an easy way to file your handouts and other stationary materials in one container.  The filing system will