1. At the start of the meeting, prepare the following points on a large surface.
Intention: What is the intention, or purpose, of the meeting? In other words, why have it?
Desired Outcome(s): What specific outcomes should be achieved by the end of the meeting?
Agenda: What activities will the group go through, in what order, to move towards the desired outcome?
Roles: What roles or responsibilities need to be in place for the meeting to run smoothly? Who is facilitating, and who is participating? Who is documenting, and who is keeping track of the time? What do you expect of the participants?
Rules: What guidelines will be in place during the meeting? These could relate to agreed group norms. They could also relate to the use of laptops/mobiles, or practical rules related to a space. Let the participants add rules to ensure that they have ownership of them.
Time: Including breaks, how much time does the group need to achieve the Desired Outcomes? At what time will the meeting end?
2. Invite everyone to ask questions or make suggestions for changes. Once the group is happy with the plan, begin the meeting.