Last Updated on 14 November 2019

Meetings. We have too many of them. Many Most aren’t productive. They are a necessary evil. But they don’t necessarily have to be evil…

There are all sorts of strategies when hosting meetings. If you keep them small, you’ll encounter less resistance and get ideas passed quicker. If you keep them big, you’ll get everybody’s buy-in at the start – no one can say they weren’t part of it.

The Idea Sandbox approach… include who you need to include. It is less about the number of participants, all about ‘why’ they are there.

Have you ever heard of the acronym R.A.S.C.I. as it relates to project management? The letters represent…
R for Responsible
A for Accountable
S for Supportive
C for Consulted, and
I for Informed.


While good for a project, and a good start for running a meeting… There are a couple of roles missing… So, I’ve created C.A.T.B.R.I.O. It includes the five RASCI roles, but adds two more… The seven people who need to be involved with your meetings.

When you’re planning your next strategy or brainstorming meeting, use CATBRIO as guide to build your participant list.


C = Champions


These people will create excitement for this project. They will serve as ambassadors and spread the word for you. You don’t have to invite them… but be sure to keep them in the loop.

A = Audience Affected


Who will be affected when the ideas thought up in this meeting are implemented? These could be external such as: customers, vendors, suppliers, etc. Or, they may be internal such as: operations team, front-line employees, leadership, etc. If possible, try to include someone – or a few – from this group. Why make assumptions on behalf of this group when they can be represented.

T = Tasked


Who will have activities or tasks to make this idea a reality (the builders)? Who will have tasks because of this project (the implementers)? Whose roll will be affected?

B = Buy-In


Who will be consulted? What specialists should you include who have input and value? Whose buy-in essential?

R = Responsible


Who is ultimately responsible for delivering this project? Only one name should be in this spot.

I = Informed


Which people need to know about your ideas and decisions? They don’t need to be involved in the process, but want to know the outcomes.

O = Okay


Who needs to provide approval? The decision-makers.

With both the Informed and those who provide the Okay – keep them in the loop. Give them relevant updates that allow them to be ambassadors of your project.

Give it a try… and please let me know your feedback.