Read beforehand: the sure way
Sending documents to read in advance is good, but a more reliable approach is to spend a few minutes reading together at the beginning of the meeting.
Yes, a short pre-reading document helps the meeting get straight to work instead of wasting time updating each other. However, in reality, many people do not read beforehand even if they have received the document, so Sinh Vũ advises you not to rely solely on that. The safest approach is to send the document in advance and spend a few minutes reading it together silently at the beginning of the meeting to ensure everyone starts from the same foundation.
- there are many expectations, so participants with different understandings decide on complexity
- small groups can be constrained by context, or brainstorming sessions can be more creative based on expectations
- Everyone's family reads first, then opens the hook, but the room is still not read.
- Send documents that are too lengthy or too close to the deadline, so no one has time to read.
The short answer is: yes, you should send reading materials in advance. However, do not base the entire session on the assumption that everyone has read them, as reality often differs. The approach Sinh Vũ applies in the S5 process is to combine both: send materials beforehand and allocate time for a group reading at the beginning of the session, so that the work truly starts from the same foundation, not from varying levels of understanding.
Why pre-reading materials are effective
When the whole room enters a session with the same contextual picture, the time spent discussing can be dedicated to truly important questions, rather than aligning on a starting point. This is why Jeff Bezos (founder of Amazon) replaced slides with a six-page memo: he wanted arguments to be presented fully, and participants to read them thoroughly before debating, rather than just skimming titles.
For brand consulting sessions, this principle applies similarly. If you and your team are well-informed about the background information (brand history, current issues, what has been tried), the session can go straight into analysis and decision-making without wasting time summarizing from the beginning.
The reason not to rely solely on reading in advance.
Bezos learned from practical experience that people often do not read documents beforehand, and when they enter a meeting, they only skim quickly. Therefore, he implements a silent reading mechanism for twenty to thirty minutes at the beginning of each session, rather than assuming everyone has prepared in advance.
Sinh Vũ has no reason to believe that your team's habits will change. Sending documents in advance is necessary, but without a backup mechanism, you may start meetings with everyone looking at each other while only one or two people truly know what is being discussed.
When is more detailed documentation necessary, and when can it be lighter?
Need more comprehensive pre-reading materials when: the meeting involves many background data points that need to be understood, participants come from different departments with varying levels of knowledge, or decisions need to be made with multiple complex dimensions. In these cases, a lack of shared background information will hinder the entire meeting.
Can be less strict when: a small team has worked together for a long time and understands the context, or the session leans more towards exploration and creativity rather than analyzing data for decision-making. At that time, heavy pre-reading materials may inadvertently narrow the discussion space sooner than necessary.
Common errors with pre-reading materials
- Sending documents that are too long or too close to the deadline means no one can read them in time, yet still assuming that everyone has read them.
- Stuffing conclusions and directions into the pre-reading materials, turning the meeting into a mere review session instead of a real decision-making one.
- Start with the question "Have you read the document yet?" creating unnecessary pressure and wasting social time.
- Not dedicating any time for a joint reading, causing information discrepancies to stall the entire session without anyone realizing why it got stuck.
The viewpoint of Sinh Vũ
The pre-reading materials do not need to be beautiful. They should be neutral, provide enough context, and not lead to predetermined answers. The session is where the team makes decisions, not a place to approve a conclusion that has already been written.
Practical experience, Sinh Vũ Studio
In the S5 process, Sinh Vũ prepares pre-reading materials that provide a foundation and data, remaining neutral regarding possible directions. The decision-making part is left for the working session, where your team takes the lead. Sinh Vũ also does not guarantee that this mechanism ensures a specific outcome, as the effectiveness of the session depends on many other factors, but starting from the same information base is the minimum condition for the session to truly engage in the work.
Decision checklist
Topic: Do participants need to read the materials beforehand to get to work quickly. Sinh Vũ guide, sinhvu.com
Select each item you find appropriate, then print or save as PDF to take with you.
If you have marked most of the signs above, this is the time to discuss in more detail. Sinh Vũ can help you review and propose a direction.
References
Jeff Bezos, the six-page memo mechanism: CNBC and discussions with Lex Fridman. Practical experience from Sinh Vũ Studio's S5 process.
Frequently asked questions
How many pages should the pre-reading materials be?
There is no fixed number, but the principle is to provide enough foundation without overwhelming. Sinh Vũ keeps pre-reading materials at a level that provides necessary context and facts, without cramming analysis or conclusions into them. If you feel the need to explain extensively for the reader to understand the document, it is likely that the document is carrying too much work compared to its role.
What if the documents are sent but no one reads them?
This is a common situation and entirely manageable. Instead of starting the session with the question 'Have you read it?', spend five to ten minutes reading silently together right there. This method ensures that everyone in the room truly understands the information before discussing, without relying on who prepared it at home.