A pre-read is a document or set of materials, often in the form of a presentation deck or written brief, that is distributed to meeting attendees before the meeting takes place. Its primary purpose is to ensure that participants arrive at the discussion well-informed, having already absorbed background information, key data, and specific proposals. This practice allows for more productive and focused discussions during the meeting itself, moving straight to decision-making or problem-solving rather than spending time on information delivery.
Why Are Pre-Reads Important for Effective Meetings?
Pre-reads are a powerful tool for enhancing meeting efficiency and effectiveness. By shifting information consumption outside of the meeting time, they maximize the value of face-to-face or virtual interactions.
- Optimize Meeting Time: They transform meetings from information-sharing sessions into focused discussions, enabling teams to spend valuable time on analysis, debate, and decision-making.
- Enhance Preparedness: Attendees can review materials at their own pace, allowing for deeper comprehension and the formulation of thoughtful questions or contributions.
- Promote Inclusivity: It gives all participants, including those who process information differently or need more time, an equal opportunity to contribute meaningfully.
- Improve Decision-Making: With a shared understanding of the context and data, discussions are more informed, leading to better and faster decisions.
- Reduce Rework: Clarity achieved through pre-reads can prevent misunderstandings and reduce the need for follow-up meetings or extensive post-meeting clarifications.
What Typically Goes into a Pre-Read?
The content of a pre-read should be tailored to the meeting's objectives, but it generally includes a summary of topics to be discussed, along with any relevant supporting documents or materials. Here’s a typical breakdown of components:
| Section | Purpose & Content |
|---|---|
| Executive Summary | A concise overview of the document's main points, key takeaways, and proposed actions. This allows busy readers to quickly grasp the core message. |
| Meeting Objectives | Clearly state what the meeting aims to achieve (e.g., "Decide on Q3 marketing strategy," "Approve budget for Project X"). |
| Agenda | A detailed outline of the meeting's flow, including topics to be covered and allocated time for each. This helps set expectations for the discussion. |
| Background/Context | Essential information leading up to the current discussion. This might include previous decisions, relevant data, market trends, or project status updates. Provides the necessary foundation for understanding the current issue. |
| Key Issues/Challenges | Clearly articulate the problems, opportunities, or decisions that need to be addressed. Framing the issues helps guide the discussion. |
| Options & Recommendations | If a decision is required, present various potential solutions or approaches, along with their pros, cons, and the author's recommended path. Provide data or rationale to support recommendations. |
| Supporting Data/Appendix | Relevant charts, graphs, detailed reports, research findings, or external documents that support the main points. This section allows readers to dive deeper if needed without cluttering the main narrative. Consider linking to digital resources for larger files (e.g., [Detailed Report](https://example.com/detailed-report)). |
| Questions for Discussion | Specific questions to guide the meeting conversation and prompt attendees to think critically about the material beforehand. |
Best Practices for Effective Pre-Reads
To maximize the impact of your pre-reads and ensure they are actually read and utilized, consider these practical tips:
- Be Concise and Clear: Get straight to the point. Use clear, simple language and avoid jargon. People are more likely to read shorter, well-structured documents.
- Highlight Key Information: Use bold text, bullet points, and headings to make the most important information stand out. This aids quick scanning and comprehension.
- Provide a "Why to Read" Statement: Explain upfront why the pre-read is important for the meeting and what attendees should focus on.
- Send It Well in Advance: Give attendees ample time to review the materials, ideally at least 24-48 hours before the meeting.
- Set Clear Expectations: Explicitly state what attendees are expected to do with the pre-read (e.g., "Please review pages 3-7 and come prepared to discuss the proposed options").
- Follow Up (Politely): A gentle reminder before the meeting can encourage those who haven't yet read the material.
- Structure for Scannability: Use a logical flow with an executive summary at the beginning. Tools like a table of contents can also be helpful for longer documents.
- Leverage Digital Tools: Share pre-reads through collaborative platforms or cloud storage services (e.g.,
[Cloud Storage Link](https://example.com/meeting-docs)) that allow for easy access, comments, and version control. - Don't Re-Read the Pre-Read in the Meeting: Once in the meeting, assume everyone has read the material. Start with a brief recap of key points and immediately move into discussion and decision-making.
