Project Session checklists

When hosting a project session there are many factors which will contribute to making the session a success. The following checklist will help prepare the session. The following checklist assumes all stakeholders will participate from the same physical location.

General

When hosting a project session there will be the following things to take care of:

• Arrange a facilitator
• Reserve a location

• Check the available hardware with the requirements and licenses.
• Internet connection present
• Formal versus informal setting

• Projector, whiteboard, flipover or other presentational materials.
• Send the invitations
• Arrange a lunch and/or drinks.

Invitation

The type of information typically mentioned on the invitation.

• Date
• Location
• Facilitator
• Whether to send a confirmation
• Requirements to participate (knowledge or otherwise)

The Session

A session is often scheduled for at least half a day. To make optimal use of the concentration of the participants it is worth wile to plan breaks and have drinks and other necessities available.

• Program for the day
• Hardware in place and tested (test connecting to a hosted session server)
• Offline material in place
• Presentation in place

A typical session schedule

• Time schedule for the session
• Introductory presentation
• Session with breaks for toilet, drinks and sessions reflections so far.
• Final results, conclusion and reflection on lessons learned