What Should be the Scope of a Meeting’s Pre-Read?

Discover how pre-reads improve meeting efficiency, enhance discussions, and lead to better decision-making outcomes.

min read

A pre-read is a document or set of materials shared with meeting participants before the actual meeting takes place. It typically contains key information, data, or discussion points relevant to the upcoming meeting's agenda. Think of it as a preview of what's to come, giving attendees a heads-up on the topics to be covered. Pre-reads can take various forms, such as reports, slideshows, articles, or even short videos, depending on the nature of the meeting and the information to be conveyed.

Why is it Needed?

Pre-reads are essential for maximizing meeting efficiency and effectiveness. By providing information in advance, participants can come prepared with questions, insights, and ideas. This preparation allows the meeting to focus on decision-making and productive discussions rather than spending time on basic information sharing. Pre-reads help level the playing field, ensuring all attendees have access to the same information before the meeting begins.

They also help filter and prioritize information, allowing participants to digest complex topics at their own pace before engaging in group discussions.

What is the scope of a pre-read?

Meeting objectives: Clearly state the purpose and goals of the meeting. This helps participants understand what needs to be accomplished and allows them to align their thoughts and preparations accordingly.
Key background information: Provide essential context related to the meeting topic. This might include a brief history, current situation, or relevant developments that participants need to know to engage meaningfully in the discussion.
Agenda overview: Outline the main topics to be covered and their sequence. This gives participants a roadmap of the meeting, allowing them to prepare their thoughts for each section and manage their expectations of the meeting flow.
Essential data or metrics: Include key figures, statistics, or performance indicators relevant to the discussion. This ensures all participants have access to the same factual basis, promoting informed discussions and decision-making.
Discussion points or questions: List main issues to be addressed or key questions to be answered during the meeting. This prompts participants to start thinking about these points in advance, leading to more thoughtful and productive discussions.
Required preparations or pre-work: Specify any tasks, readings, or preparations expected from participants before the meeting. This might include reviewing specific documents, gathering data, or preparing short presentations, ensuring everyone comes prepared to contribute effectively.

Pre-reads are more than just a way to share information – when used effectively, they become powerful tools for driving alignment, fostering critical thinking, and speeding up decision-making. A well-crafted pre-read can elevate the quality of meetings, leading to more innovative solutions and stronger collaboration.

Nail pre-meeting prep with Video Calling App

We understand that meetings aren’t just a time block. There are a plethora of pre-, in, and post-meeting tasks involved in driving an effective meeting. And how significant the groundwork is that starts with meeting agendas.

That’s why we are building the Video Calling App - it helps product and engineering teams capture meeting context, automate tasks, and focus on high-impact work.

VCA’s AI-powered smart agenda acts as a meeting precursor, helping you draft well-structured agendas by factoring in various elements. It pulls in meeting recaps, shared docs/pre-reads, messages from Slack's "remind me" feature, parking lot items, and more. This way, you've got a comprehensive agenda that sets you up for a productive meeting right from the start.

We are still in the early stages and rolling out access every day. If that sounds interesting, join the waitlist or fill out this form, and we’ll be in touch super soon.

Copy

Other resources

‍

How to Prepare a Pre-Meeting Recap?

Create effective meeting recaps using the 5W’s and 1H methods to keep teams aligned and ensure actionable outcomes.

How to Set Expectations Before a Meeting?

Learn effective strategies for setting clear expectations before meetings. Boost productivity, improve focus, and achieve better outcomes with 7 key preparation tips.

How Many Key Points to Include in an Agenda?

Learn key components to create effective meeting agendas that keep teams focused, engaged, and action-oriented.

Meeting Agenda Templates for Productive Meetings

Access structured meeting agenda templates to enhance communication, collaboration, and meeting outcomes.