From Me to We™ — Facilitator Checklist

Capacity OS™ · CLEAR™ System · Facilitator Training

Facilitator
Checklist

From Me to We™ Workshop · CLEAR™ System

Seven phases. In order. Every phase protects the one that follows. Check every box before you step into the room — and trust the process you've prepared.

Facilitator Name

Workshop Date

📋 PRINT THIS. USE IT EVERY TIME. Check every box before you step into the room.

"Your destiny hinges on your next best decision." Layla McGlone · Capacity OS™

Phase 1

Workshop Setup — Admin & Logistics

Get the foundation right before anything else

0 / 12

Audience & Participants

Identified ideal audience — who needs this most right now?

Confirmed participant list (ideal group: 8–25 people)

Set the date, time, and location

Calendar invites sent with agenda overview

Reminder sent to all participants 24 hours before

Materials & Tech

Room booked / Zoom link created and tested

In-Person Workbooks printed — 1 per person + 2 extras

In-Person Pens, markers, and wall space for activities ready

Virtual Workbook PDF file share link prepared

Virtual File share sent to attendees 1–2 hours before start

Slide deck loaded and tested on presentation device

Screen share / AV setup confirmed and working

Phase 2

Material Preparation — Know Your Content

You cannot facilitate what you haven't lived

0 / 11

Study & Preparation

Watched / read Facilitator Training Guide — full read-through complete

Read through all slides including speaker notes

Completed the Participant Workbook yourself — all exercises

Know the IP Cold

Know the 4P Response Method™ cold — can teach without notes (Pregnant Pause · Perspective · Proactive · Proclaim)

Know all 4 Ambassador Framework™ questions by heart

Know the Drama Triangle — Victim / Blamer / Rescuer and the exit from each

Delivery Preparation

Identified 1–2 personal stories for each major section

Marked your 3 KEY moments: Opening · Ambassador Questions · Declaration

Noted your natural pause points in the slide deck

Prepared Plan A + Plan B for each exercise activity

Know the 2-2-2 Challenge explanation and instructions

Phase 3

Practice & Delivery — Own the Room

Rehearsal is the discipline that separates good from great

0 / 7

Rehearsal

Practiced opening remarks OUT LOUD — at least 3 times

Practiced closing remarks OUT LOUD — at least 3 times

Timed your full run-through — stays within 90 minutes

Room Readiness

Know exactly how you'll handle a quiet room (Plan B ready)

Know exactly how you'll handle an over-energized room (Plan B ready)

Reviewed Toastmasters resources (optional but recommended)

Feeling confident, prepared, and genuinely excited to serve

Phase 4

24 Hours Before — Final Launch

The last check protects the first impression

0 / 9

Logistics & Confirmations

Reminder sent to all participants — attendance confirmed

Virtual File share link resent with clear download instructions

In-Person Printed workbooks counted + extras ready

Slide deck loaded on presentation device — final check

Room booked / Zoom link active — no last-minute surprises

Tech run-through complete: audio, video, screen share all tested

Facilitator Self-Care

One hour before: stepped away — ate, hydrated, breathed

Personal affirmation done — said it out loud

Arrived / logged on with the energy I want the room to feel

Phase 5

Live Delivery — It's Go Time

Follow the roadmap. Stay present. Trust what you've prepared.

0 / 10

Opening

Arrived / logged on early — room set, slides loaded, ready to receive people

Personal affirmation done out loud before participants arrived

Welcomed each person warmly as they arrived or joined

Opened strong — delivered opening script with presence and intention

During Workshop

Followed the roadmap while staying fully present to the room

Leaned into exercises — did not rush the pair shares or group moments

Validated questions, honored silence, met people where they were

Closing

Guided the Team Declaration signing with ceremony and intention

Closed strong — paused after the Declaration, delivered closing with intention

Ended on time — honored the commitment made to participants

Phase 6

Post-Workshop Debrief — Close the Loop

What happens after the room closes determines what comes next

0 / 6

Follow-Up & Feedback

Participant survey sent within 24 hours of workshop close

Survey included: Takeaway / Implementation / Feedback / Quote fields

Collected and reviewed survey responses

Facilitator Reflection

Completed my own HIGH / LOW / LEARN debrief (see Facilitator Guide)

Noted content refinements and delivery improvements for next time

Saved any participant quotes for testimonials (with permission)

Phase 7

Celebrate the Win™ — You Did the Work

Uncelebrated wins don't compound. Recognized ones do.

0 / 7

Honor the Work

Named one specific thing that went well — wrote it down

Acknowledged a participant who showed up especially well today

Completed my HIGH / LOW / LEARN debrief within 24 hours

Sent a personal thank-you to the team leader or host

Sent participant survey within 24 hours of close

Identified one thing I will do differently or better next time

Asked myself: who else needs this workshop? What's next?

Your Facilitator Affirmation — Say This Out Loud Before Every Workshop

"I am made for this. I am designed to call out greatness in others."
"How honored am I that I get to serve people this way?"
Walk in — or log on — as the energy you want the room to feel.

"I trusted the process. I did the work. I reaped the results."