Pre-Session Checklist#

Tags preparation checklist facilitation production logistics planning quality teamwork

Warning

This page is under construction

A systematic approach to pre-session preparation that ensures consistent, high-quality delivery of Better Conversations sessions. This pattern describes how we structure and use checklists to support delivery teams and maintain quality.

Using this pattern#

This pattern addresses these learning challenges:

  • How to ensure consistent session preparation

  • When to complete key preparation steps

  • How to coordinate delivery teams

  • Ways to maintain quality standards

  • Methods for risk mitigation

The pattern is particularly valuable when: - Training new team members - Running complex sessions - Coordinating multiple roles - Managing technical setups - Ensuring quality delivery

Architecture#

Core components:

Technical Preparation: - System testing - Software verification - Connection checks - Tool readiness - Backup planning

Team Coordination: - Role clarification - Communication setup - Handoff planning - Support arrangements - Emergency procedures

Content Review: - Material preparation - Script familiarity - Activity planning - Time management - Customization needs

Design roles#

Course Designer: - Creates checklist structure - Defines quality standards - Sets preparation timelines - Reviews completion needs - Updates requirements

Delivery Team: - Completes checklist items - Verifies preparations - Documents readiness - Coordinates actions - Reports issues

Design examples#

Basic Implementation: - Standard checklist format - Core preparation items - Essential verifications - Team coordination steps - Quality checks

Common Variations: - Role-specific lists - Session-type adaptations - Complexity levels - Time requirements - Support needs

Delivery considerations#

Key factors for successful delivery:

  • Completion timing

  • Team coordination

  • Issue resolution

  • Quality verification

  • Support access

Continuous improvement#

How to improve the pattern over time:

  • Gathering team feedback

  • Updating requirements

  • Streamlining processes

  • Enhancing clarity

  • Evolving standards

Design considerations#

Critical Factors: - Time constraints - Team capacity - Technical requirements - Quality standards - Risk management

References#

Related Patterns: - facilitator-producer-roles - handling-latecomers - breakout-room-timing

Note

Legacy Content Below

The following content is from the previous version of this pattern and is kept for reference:

Short Description#

A detailed checklist for facilitators and producers to ensure all key elements are in place for a successful Better Conversations session.

Also Known As#

Flight Plan Review, Session Readiness Protocol

Context#

This pattern is relevant to all Better Conversations course deliveries, both online and in-person.

Problem#

How to avoid common pitfalls and ensure a high-quality delivery of the Better Conversations course through thorough pre-session preparation.

Solution#

Create and systematically review a comprehensive checklist covering technical setup, materials, team coordination, and content.

Forces#

  • Maintaining Consistency

  • Reducing Facilitator Stress

  • Maximizing Session Impact

  • Time pressures before the session.

Implementation#

  1. Technical Setup: Test Zoom functionality, ensure a stable connection, and verify software.

  2. Materials and Resources: Gather all course materials and prepare chat prompts.

  3. Team Coordination: Review the flight plan, clarify roles, establish communication channels, and plan for latecomers.

  4. Content Review: Review the content, anticipate questions, customize examples, and refine timing.

  5. Accessibility: Ensure accessibility, have captions enabled by default.

  6. Logistics: Confirm time zone of all facilitators

Examples#

  • During pre-session check, the facilitator realizes the provided link is broken and fixes it

  • The co-facilitation roles are clarified prior to the session to maintain an even balance

Rationale#

A pre-session checklist increases confidence of facilitators, increases attendance satisfaction and also reduces delays.

Consequences#

  • Positive: Smoother session, reduced facilitator stress, high satisfaction.

  • Negative: Requires dedicated time and effort.