President, Confluence PSG
When leaders are ready to move forward on a collaborative decision making process (CDMP), they often want to jump straight into meetings. But if you skip the foundational steps, your first session may feel more like a stumble than a start.
A strong launch is less about event logistics and more about alignment, credibility, and trust. It sets the tone, pace, and expectations for everything that follows. Without it, even the best-designed processes can falter.
Before your CDMP members walk into their first meeting, they should have a clear answer to this question:
Why does this group exist, and what are we here to do?
That sounds simple, but in practice, groups are often launched with vague goals like “explore ideas” or “gather input.” This lack of clarity leads to confusion about what success looks like, who holds decision-making authority, and how the group’s work will be used.
A strong launch includes:
A clearly stated purpose
Defined outcomes or decision points
Clarity about who will make the final decision and how the group’s work contributes to it
If people disagree about why they are meeting or what their role is, the process will stall.
It’s a mistake to treat the first public meeting as the first step in the process. By then, expectations have already been set, alliances have started to form, and political narratives may already be in motion.
A skilled facilitator will take time before the launch to:
Talk with key stakeholders individually
Identify concerns, pressure points, or sources of resistance
Clarify the process and address misunderstandings
Get early buy-in from leaders who will need to champion or support the group’s work
This behind-the-scenes alignment work is essential. It strengthens the process before it begins and helps the group start from a position of shared understanding.
Don’t assume your members will come prepared. Most will arrive with only partial information, limited context, or prior assumptions based on their role or perspective.
Help level-set the group by providing:
A participant packet that outlines the group’s purpose, timeline, structure, and expectations
A brief background on the issue or challenge they’ll be addressing
Information on how decisions will be made and what will happen with the group’s recommendations
This step saves time, reduces confusion, and avoids early process delays.
The first meeting of a CDMP is more than an icebreaker. It’s your opportunity to:
Set the tone and expectations
Establish credibility in the facilitator and process
Introduce key players to each other and begin trust-building
Align the group around shared goals and norms
Plan this meeting with care. Avoid information dumps or high-stakes decisions. Focus on creating clarity, building early trust, and teeing up the work ahead.
If your first communication with members is a calendar invite, you’ve already missed an opportunity. A thoughtful pre-meeting communication can:
Reinforce why they were selected and why their voice matters
Preview what they can expect and how to prepare
Begin building relationships between members and facilitators
Even a short, well-crafted message helps participants arrive more ready to engage.
Strong processes don’t begin with the first meeting. They begin with careful preparation, clear communication, and strategic groundwork.
If you want your CDMP to deliver results, not just dialogue, invest in the launch. It sets the trajectory for everything that follows.
Next, we’ll look at how to keep momentum going after the launch, especially in the face of setbacks, turnover, or conflict.
Berrick Abramson has designed and facilitated more than 50 work groups, task forces, and multi-stakeholder processes across AI governance, transit, healthcare, education, criminal justice, disability rights, wildfire resilience, and workforce development. He serves on the Colorado Commission on Higher Education, appointed by Governor Polis in 2019 and reappointed in 2023.
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