FACILITATED AGENDA SAMPLE
Forging a Comprehensive Initiative to Improve Birth Outcomes
and Reduce Infant Mortality in [State]
Prior to the meeting, identify (at a minimum) the following roles:
- Primary meeting host (State Leader e.g. Title V Director): This individual could welcome the group, describe the meeting purpose and objectives, and share reflections throughout the meeting. This individual should be familiar with the contents of the compendium and how it is structured, including its domains and alignment with the Health Impact Pyramid. This individual may have also chosen to tailor the slides in the template deck to examples that would specifically speak to stakeholders in the particular region.
- Collective impact expert: This individual should be comfortable with the five pillars of collective impact and be able to identify and explain them. This person could be the same person filling the meeting host role.
- Data analyst: This individual will have conducted or been involved in the analyses to be presented during the meeting. He or she should be able to speak to how the analyses were completed, notable findings, and any limitations to the findings. He or she will present at various times during the group exercises.
- Exercise Facilitators: These individualswill be responsible for facilitating the report-outsfrom the group exercises.
- Note-takers: Dialogue will move quickly, and facilitators will want to capture the nuance of the comments. It is recommended that two note-takers be identified for the daylong meeting.
- Recorders: In addition to the note-takers, during the report-outs from the exercises, it is recommended that two individuals be prepared to write major ideas or contributions on flip-chart paper. Having two individuals prepared to serve in this role will ensure no content or idea is missed as paper fills up or ideas shift to other subjects.
Meeting Agenda Template AMCHP Birth Outcomes Compendium Tools
Meeting room set-up
Meeting Agenda Template AMCHP Birth Outcomes Compendium Tools
- Round tables, with a maximum of 8 individuals per round. Consider assigning tables to facilitate networking across disciplines or locales
- A laptop/computer
- Projector
- Projector screen or plain white wall
- Registration table
- Consider whether the room will require microphones to hear speakers and participants reporting out from their tables
- Each round table should have its own flip chart and easel
- Two flip charts and easels should be arranged at the front of the room
Meeting Agenda Template AMCHP Birth Outcomes Compendium Tools
Meeting Agenda Template AMCHP Birth Outcomes Compendium Tools
Meeting Supplies
- Name badges
- Colored dot stickers or other means to mix up different types of individuals or roles at tables
- Sign-in sheet or other record of registrants
- Folders* for organizing handouts
- AMCHP birth outcomes compendiums
- Flip charts, easels, and flip chart markers
- Print-outs of exercises and supporting data packet for each exercise. *For each exercise, print off the slides from the analysis PowerPoint presentation that relate to that particular exercise. Facilitators may wish to wait to hand out the packets until they reach the respective part of the agenda.
Meeting Agenda Template AMCHP Birth Outcomes Compendium Tools
FACILITATED AGENDA SAMPLE
Time / Activity / Ideas for facilitation9:00-9:30 / Arrivals and check-in with registration desk /
- Set up registration table with name badges
- Sign-in sheet and name badges will indicate the table assignment
- Place folders with handouts/packets and compendium at tables
- Set up two flip charts at the front and one by each table
- Ensure tables/groups have sufficient participants based on no shows or non-registered guests
9:30-9:45 / Welcome, Introductions, and Icebreaker
[State Leader, e.g. Title V Director]
- Housekeeping announcements (restrooms, refreshments, etc).
- Who’s in the room/at my table and why?
- Come up with team name.
- Participants should already be at their assigned table/group based on name badge
- Participants will have five minutes to come up with team name – facilitators to circulate and nudge teams along
9:45-10:15 / Setting the Stage and Context
[State Leader, e.g. Title V Director]
- Introductions of meeting organizers and facilitators
- Presentation of meeting goals and objectives
- How did we get here? Why the inventory?
- How will inventory results be used?
Vision of Victory:
- Review meeting goals
- If we achieve these goals by the end of the day, what do you hope will be different for your organization, your region, or the state?
10:15-10:45 / [Region] Programs and Services (Exercise 1)
[Exercise Facilitator and/or Data Analyst]
Each participant will receive the first handout with summary statistics from the inventory. Groups will discuss answers to questions for 15 minutes, and then report out to the larger group. / ●Each team will have a facilitator assigned to them
●Each team will designate one team member as the recorder
●Data analyst will walk participants through graphs
●Each team will be assigned graphs to summarize
●Meeting facilitators may wish to document key observations from group discussion on flip chart paper
10:45-11:00 / BREAK
11:00-12:00 / Collective Impact and Critical Partnerships (Exercise 2) [Exercise Facilitator and/or Data Analyst]
Each participant will receive the second handout with summary statistics from the inventory. Groups will discuss answers to questions for 15 minutes, and then report out to the larger group. / ●Each team will have a facilitator assigned to them
●Each team will designate one team member as the recorder
●Data analyst will walk participants through graphs
●Each team will be assigned graphs to summarize
●Meeting facilitators may wish to document key observations from group discussion on flip chart paper
12:00 – 12:45 / WORKING LUNCH – SPECIAL PRESENTATION
[Invited guest to share a national or state-wide initiative relevant to all stakeholders or a novel community model] / This guest presentation would feature a national, state, or local program or initiative of relevance to participants and the meeting goals.
12:45-1:00 / BREAK/TRANSITION
1:00-1:45 / Leveraging Programs/Services in the [Region] (Exercise 3)
[Exercise Facilitator and/or Data Analyst]
Each participant will receive the third handout with summary statistics from the inventory. Groups will discuss answers to questions for 30 minutes, and then report out to the larger group. /
- Each team will have a facilitator assigned to them
●Data analyst will walk participants through graphs
●Meeting facilitators may wish to document key observations from group discussion on flip chart paper
1:45-2:30 / [Region] Reflection, Roles, and Partnerships
[Exercise Facilitator]
There is no handout for this activity. Participants will work as a large group to bring roles and relationships together. / ●Recorders should take note of ideas on flip-chart paper
- State leader to provide reactions to content
2:30-2:45 / BREAK
2:45-3:45 / Community Action: Opportunities and Strategies (Exercise 4)
[Exercise Facilitator]
Each participant will receive the fourth handout with discussion questions. Groups will discuss answers to questions for 10-15 minutes, and then report out to the larger group. / ●Recorders should take note of ideas on flip-chart paper
- State leader to provide reactions to content
3:45-4:00 / Community Action Plan, Decisions, and Reflections
[State Leader, e.g. Title V Director]
- How might we do our work differently as a result of this process?
- How will you reach out to new partners or change your relationships with existing partners?
- What do you need to do this work?
- Do you feel empowered to do this work?
- Recap group exercises, commitments, new/expanded partnerships: city, county, regional
- Describe and re-emphasize how the findings and meeting outputs fit into the state initiatives, priorities, and the Title V MCH Block Grant
- Field questions about process
Meeting Agenda Template AMCHP Birth Outcomes Compendium Tools