Assign roles for session (e.g., moderator, note-taker)
13
Send out pre-session reading materials to attendees
14
Prepare backup plan for technical or scheduling issues
15
Conduct a pre-session brief for the session leaders
16
Prepare feedback and evaluation forms
17
Allocate time for breaks during the session
18
Schedule a post-session debrief
19
Approval: Session end report
20
Organize and store all session documentation for future reference
Establish objectives of the planning session
Clearly define the purpose and goals of the planning session. What outcomes do you hope to achieve? How will this session contribute to the overall process? Consider the desired results and how they align with the organization's objectives. What challenges may arise and how can they be overcome? Identify potential resources or tools that may be needed.
Identify key stakeholders
Who are the key individuals or groups who have a vested interest in the planning session? Identify the stakeholders and consider their perspectives and priorities. How can you involve them in the planning process? What information or input do they need to provide?
1
Department heads
2
Senior management
3
External consultants
4
Frontline staff
5
Board of directors
Compile attendees list
Create a comprehensive list of individuals who should attend the planning session. Consider the stakeholders identified earlier and any other relevant parties. Who should be involved in the decision-making process? Who can provide valuable input and insights?
Decide on the date and venue for the planning session
Choose a suitable date and location for the planning session. Consider the availability of key participants and any logistical constraints. How will the date and venue impact the session? Are there any alternative options if the initial choices are not feasible?
Create AGENDA for session
Develop a detailed agenda for the planning session. Map out the topics, activities, and time allocations. What should be discussed and in what order? Are there any specific goals or outcomes for each agenda item? How will you ensure that the session stays on track and remains productive?
1
30 minutes
2
1 hour
3
2 hours
4
3 hours
5
Full day
Approval: Agenda
Will be submitted for approval:
Create AGENDA for session
Will be submitted
Prepare relevant materials and presentation slides
Gather and prepare any materials that will be needed for the planning session. This may include documents, handouts, presentation slides, or visual aids. What resources are necessary to support the discussions and facilitate understanding? How can you present information in an engaging and informative manner?
Invite attendees to the planning session
Send out invitations to the identified attendees. Include the date, time, and venue of the planning session. How can you effectively communicate the importance of their participation? Can you provide any additional information or context to ensure their engagement?
Ensure that all necessary event logistics are in place. This may include arranging for catering, audio/visual equipment, or other resources. What specific requirements are needed for a smooth and successful planning session? How can you confirm and double-check the availability and functionality of these logistics?
1
Catering
2
Audio/visual equipment
3
Meeting room setup
4
Whiteboard/markers
5
Wifi/internet access
Create a list of discussion topics
Compile a list of key discussion topics for the planning session. What specific areas or subjects should be covered? Are there any questions or issues that need to be addressed? How can you ensure that all necessary topics are included and given adequate attention?
1
Objective setting
2
Stakeholder analysis
3
Decision-making process
4
Resource allocation
5
Timeline and milestones
Approval: Discussion Topics
Will be submitted for approval:
Create a list of discussion topics
Will be submitted
Assign roles for session (e.g., moderator, note-taker)
Determine the roles and responsibilities of individuals during the planning session. Who will lead the session and ensure that it stays on track? Who will take notes and capture key points? How can you ensure that each role is clearly defined and understood?
1
Moderator
2
Note-taker
3
Timekeeper
4
Facilitator
5
Presenter
Send out pre-session reading materials to attendees
Distribute any relevant materials or reading materials to the attendees prior to the planning session. This may include reports, articles, or other resources that will provide valuable background information. How can you ensure that the attendees have access to and review these materials before the session?
Pre-session Reading Materials
Prepare backup plan for technical or scheduling issues
Anticipate and plan for any potential technical or scheduling issues that may arise during the planning session. What are the possible challenges or disruptions? How can you mitigate these risks and have contingency plans in place to ensure smooth progress?
Conduct a pre-session brief for the session leaders
Hold a pre-session briefing with the individuals who will be leading the planning session. Provide them with an overview of the session objectives, agenda, and expectations. How can you ensure that the session leaders are well-prepared and aligned with the desired outcomes?
Prepare feedback and evaluation forms
Develop feedback and evaluation forms to gather input and insights from the planning session attendees. What specific questions or prompts should be included? How will this feedback be used to improve future planning sessions?
Allocate time for breaks during the session
Plan and schedule appropriate breaks during the planning session. Consider the duration and intensity of the discussions. How can you ensure that participants have time to rest, recharge, and reflect?
Schedule a post-session debrief
Set a date and time for a post-session debrief to review the planning session outcomes, gather insights, and identify areas for improvement. How can you ensure that this debrief is timely and results in actionable feedback?
Approval: Session end report
Will be submitted for approval:
Prepare feedback and evaluation forms
Will be submitted
Organize and store all session documentation for future reference
Collect and organize all documents, notes, and materials generated during the planning session. How can you ensure that these resources are easily accessible for future reference and follow-up actions? Consider using a centralized storage system or file-sharing platform.
