Preparation for a meeting is more than creating a handout and reserving a conference room. What do you want to accomplish? Is the purpose to inform or to cause action? How should the attendees feel when they leave? Should the meeting be in person or can it be electronic? Predictability should be the goal if you want to feel good at the end of the meeting.
Pre-meeting with all attendees prior to “the” meeting is a requirement in any significant change communication. This is time consuming but what this does is help shape your message to the audience and exposes any hidden landmines while there is time to diffuse them. It can be argued that if you do your pre-meeting work well enough there is no reason to have the meeting. Of course, in sports and in change leadership even for heavy favorites to win it’s still necessary to actually play the game. But, with the proper preparation your meeting may go beyond your wildest expectations. Pay me know or pay me later? Make the investment.