Policy Dialogue Preparation and Facilitation (EVIPNet Europe)

20 items · Health · Medium difficulty · 30 min

Practical steps to prepare and facilitate effective policy dialogues for EVIPNet Europe.

• Define clear objectives for the policy dialogue

  Keep goals specific, measurable, and time-bound.

• Map relevant stakeholders and organizations
• List stakeholder names, roles, and contact details

  Include decision-makers, advisors, and affected groups.

• Select core participants and observers

  Limit core group for focused discussion; invite observers as needed.

• Draft a concise agenda with time slots and goals

  State expected outcomes for each session item.

• Prepare a short plain-language evidence brief

  Summarize key evidence in 1–2 pages with clear takeaways.

• Send agenda and evidence brief to participants at least 1 week before
• Assign a neutral facilitator and a note-taker

  Choose someone skilled at managing discussion and time.

• Create a facilitation plan with key questions and time checks

  List prompts to steer discussion toward decisions.

• Book venue or set up a reliable virtual meeting platform
• Test audio/video and screen-sharing 24 hours before

  Run a full tech rehearsal with at least one participant.

• Confirm accessibility needs and accommodations

  Include language support, captions, and physical access.

• Prepare participant handouts and visual aids

  Keep slides simple and shareable in advance.

• Establish ground rules and confidentiality expectations

  Clarify speaking order, time limits, and sensitive info handling.

• Start the meeting by stating objectives, roles, and expected outcomes
• Facilitate focused discussion and manage time

  Use prepared questions and redirect off-topic conversation.

• Summarize decisions, assign action owners, and set deadlines

  Record clear owners and next steps during the meeting.

• Send a written meeting summary and next steps within 3 days

  Include decisions, owners, deadlines, and follow-up date.

• Track assigned actions and schedule follow-up check-ins

  Use a simple tracker and set reminders for owners.

• Collect participant feedback and note lessons learned

  Use a short survey to improve future dialogues.

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