Hold a useful, focused discussion
Explain the shared intake approach, walk through one request example, and invite questions. Separate what the briefing confirms from what still needs clarification. Record open questions so the team can receive a follow-up.
A concise meeting agenda
Adjust the time to fit your team; the sequence matters more than the clock.
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1
Explain the change
Describe the shared route as the starting point for project requests and clarify that submission begins review, not approval.
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2
Walk through a sample request
Use a familiar example and identify its goal, intended outcome, and known timing.
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3
Invite questions
Ask what is unclear. Answer from the briefing materials and note questions that need confirmation.
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4
Close with follow-up
Record each open question, the role or owner who can clarify it, and where the team will see an update.
Worked discussion example
A concrete prompt helps the team describe a request without implying approval.
| Agenda item | Manager prompt | Useful outcome |
|---|---|---|
| Request details | What outcome are you seeking? | Capture the goal and intended outcome. |
| Timing and dependencies | What timing or dependency do you already know? | Record known details and mark unknowns as unknown. |
| Next step | What needs clarification before this can be routed? | Write down the open question and who can clarify it. |
If you cannot answer in the room
What should I say when I do not know?
Acknowledge the question and say you will check the briefing or route it for clarification. Do not guess or imply that a possible outcome is confirmed.
What should I record?
Capture the question in plain language, any context needed to understand it, and the role or owner who can clarify it. Tell the team where an update will appear.