TIME

TASK

6 Weeks before Stakeholder Meeting

• Prepare simple project description.

• Develop and print business cards.

• Secure venue for stakeholder meeting (the size of the room will depend on the projected number of attendees). Make sure you have computer availability with Internet access, conferencing telephone service and a wall or screen for PowerPoint projections, as necessary.

• Identify state bar meetings, monthly legal services staff and manager meetings.

• Develop flyer with information about project and stakeholder meeting.

• Gather names, addresses telephone numbers of stakeholders from executive directors and staff.

1 Month before stakeholder meeting

• Attend meetings; explain project; identify stakeholders.

• Call potential stakeholders and collect contact information.

• Prepare project management plan.

3 weeks before meeting

• Prepare stakeholder meeting agenda.

• Begin sending information about stakeholder meeting, agenda, directions, maps and tele- and web-conferencing options to stakeholders via email or mail. Send copy of information to newly identified stakeholders each week.

2 weeks before meeting

• Prepare PowerPoint projection.

• Plan website demonstration.

• Prepare wish list.

• Secure laptop with PowerPoint, overhead projector, Internet access, telephone with teleconferencing capabilities and technical help if necessary for meeting.

1 week before meeting

• Send out email reminder about stakeholder meeting to all stakeholders gathered on your list.

• Photocopy agenda, PowerPoint slides, project management plan, and wish list for distribution to attendees.

• If providing food, determine costs of catering based on RSVPs and order food, beverages, paper plates, cups, utensils, napkins.

3 days before meeting

• Verify web-conferencing participants are able to use technology and confirm that they will contact you 20-30 minutes in advance of the scheduled start of the meeting to make sure the equipment is working properly.

• Collate packets of information for each attendee (if not done by printer).

• Prepare signup sheet and fishbowl for business cards (to collect information on new stakeholders that attend the meeting).

Day of Meeting

• Test all Internet, web-conferencing, teleconferencing, PowerPoint and other equipment.

• Contact all web-conferencing and teleconferencing attendees 20-30 minutes in advance of the scheduled start of the meeting.

• Greet stakeholders as they arrive.

• Have all stakeholders introduce themselves around the room.

• Make presentation.

• Ask for questions.

• Identify date and time for next meeting.

• Thank everyone for attending.

Day after meeting

• Prepare meeting notes.

• Prepare follow-up email to stakeholders.

• Begin calling attendees to thank them for their participation and to remind them of next steps and deadlines.