3.6.1. Individual Checklist#

This is what we expect the individual delivery team members to do before they join the session itself.

Since we first started running sessions, we’ve built an app (the Better Conversations Coordinator) to help us manage bookings, Zoom invite, emails and automate the selection of flight plans. It’s not perfect, but it’s a big help.

You can find out more about the technical side of things here: Technical Stack.

Type

Activity

Who

By when

Participant info

  • Check participant info (joining instructions, handbook, fieldwork etc.) has been sent out

BCF team using the Better Conversations Coordinator

5 days before session

Supporting Information

  • Flight plan updated for session, shared with co-facilitators and producer

  • Participant list

BCF team using the Better Conversations Coordinator

Day before

Templates

  • Check flipchart examples for the latest versions

  • Check flight plan for the session (including any changes)

  • Check any other supporting information (fieldwork, demos, etc.)

Facilitators

Day before

Room and audio/visual setup

  • Flipchart in position

  • Check positioning of computer, desk, seating etc.

  • Headphones/microphone charged and connected

  • Zoom – check account login, meeting invite etc.

  • Video and audio check (including lighting, flipchart readability)

Facilitators and Producer

1 hour before

Supplies

  • Flipchart with prepared agenda etc. and 2-3 spare sheets

  • Flipchart pens (black, blue, red, orange, green) + spares

  • Post-its if required

  • Coloured transparent sheets if required

  • Props if required for breakout room activities

Facilitators

1 hour before