The Pre-Meeting Prep Checklist

1

1 MINUTE

The Outcome Clarifier

Stop thinking about what you're going to talk about. Start thinking about what you want to achieve. An outcome is not a topic — it is a tangible result.

The One-Sentence Outcome Builder

The purpose of this meeting is to

Decide · Align · Brainstorm · Plan · Solve · Review · Finalize · Announce

so that

...everyone is clear on their role · ...we have a list of options · ...we can prevent a future problem

Your one-sentence outcome will appear here as you type...

2

2 MINUTES

The Technique Selector

Based on what you know about the topic and the people in the room, what is the most likely challenge you will face? Choose one technique to have ready.

If I anticipate: Tangents & Scope Creep

The Parking Lot

"Great point. I'm adding it to the parking lot. For now, let's return to..."

If I anticipate: Low Energy or Distraction

The Grounded Opening

"Let's take a collective breath and settle in before we begin."

If I anticipate: Tension or Disagreement

The Micro-Repair

"I'm noticing... I'm concerned it's... We need... Can we...?"

If I anticipate: Groupthink or Lack of Debate

The Disagreement Question

"I'd like to hear from someone with a different perspective. What are we missing?"

If I anticipate: A Rushed or Unclear Close

The Belonging Close

"Let's recap. We decided X. [Name], you own Y by Z. Do you have what you need?"

3

2 MINUTES

The Energy State Assessment

Your internal state is the most contagious thing in the room. Before you can lead the team, you must lead yourself.

Step 1 — Where am I now?

Step 2 — What does this meeting need from me?

Calm and Steady

When the team is anxious or the topic is chaotic, your role is to be the non-anxious presence.

Direct and Contained

When a decision needs to be made and time is short, your role is to be firm, focused, and efficient.

Curious and Open

When you need to brainstorm or get buy-in, your role is to be inviting, spacious, and a great listener.

Grounded and Decisive

When the group is stuck or wavering, your role is to absorb the uncertainty and make a clear call.

Step 3 — How will I bridge the gap?

The 90-Second Reset — Two sharp inhales through the nose, one long exhale through the mouth. Repeat 3x. Review My Outcome — Reread the one-sentence outcome I just wrote and let it focus me. Stand Up & Stretch — Change my physical state to change my mental state. Set a Single Intention — "My only job in this meeting is to _______________."

The Pre-Meeting Prep Checklist

The Outcome Clarifier

The Technique Selector

The Energy State Assessment

You're Ready.