Use this guide if you are convening a standalone meeting or if you are requesting time to bring this topic in a standing meeting you don't own. Not sure how to decide? Use this resource first.

Use this when: You have information the group needs, and you need to make sure they understand it, not just receive it. This is for updates that are too important or too nuanced for an email.

Sample Objectives — choose from this list or write your own

• The group understands the key information and why it matters to them
• Questions and concerns have been surfaced and addressed (or captured for follow-up)
• Everyone is clear on what, if anything, changes for them as a result
• If action is required, everyone is clear on what they need to do, by when, and where to go with questions

Before the Meeting

As the presenter, you prepare:

• The core information, structured clearly (what happened, what it means, and what comes next)
• Why this needed a meeting instead of an email: what do you need people to do with this information?
• 2–3 guided questions to prompt discussion (see discussion options below)
• Any background materials to share on screen or as a handout

If you're communicating a change, also prepare:

• What is changing and why (to the extent possible, anchor this in larger vision, mission, or business reasons)
• What stays the same (this anchors people)
• What the timeline looks like
• What changes for the people in the room — be specific
• What's been decided vs. what's still being figured out (be honest about this)
• What support is available (training, resources, who to go to with questions)