Effective Meeting Checklist

Effective Meeting Checklist

Before The Meeting

The meeting must be left with (a decision, commitment, ideas, consensus, etc.)
The ways to address each topic (discussion, brainstorming, planning, etc.)
People to be present at the meeting to accomplish objective.
The meeting be held in order to increase comfort and reduce influence.
Issues or topics of the meeting are clear to all in attendance.
Everyone knows what decisions or actions are to be taken.
Hidden agendas are dealt with.
Meeting's objectives are reasonable, given available time and resources.
The agenda is made clear by the meeting organizer.
Participants are told of the meeting sufficiently in advance.
All necessary materials are distributed sufficiently in advance to allow review.
The time of the meeting is convenient.
People are reminded in advance by card or phone of date, time, purpose of meeting.
Printed agenda is provided for each member.
Meeting room is reserved.
There is much time for set-up.
Additional space for your catered functions is reserved.
Move-out schedule once the meeting is complete.

At The Meeting

Arrive early enough to prep the meeting room and yourself.
Start the meeting on time.
Confirm that everyone received and understood the agenda and is prepared to work.
Introduce the first agenda topic and indicate the preferred way of addressing it.
Alert the meeting members when agenda items are within 2 to 5 minutes of their allotted time.
Use a concerns flip chart to capture unfinished business.
Summarize & confirm conclusions and commitments.
Thank participants.
Take notes.

After The Meeting

Complete a short, clear summary of the meeting.
Distribute the meeting summary to every participant.
Begin and complete all of the actions committed to during the meeting.
Follow up with any meeting participant who made a commitment.
Express thanks to any participants who added superior levels of value to your meeting.
Probe any participants who were unusually quiet or who expressed reservations with topics or outcomes.
Mail out notes or action lists as appropriate.

Material Resources

Meeting worksheets (action plans or barrier & solution worksheets)
List of members with phone numbers and addresses for any new members present
Name tags for large meetings of new groups
Overhead Projector, PowerPoint Projector
Directional signage
Laptop Computer
Flip Charts
Paper, Notepads, Pens
Board, Chalk/Markers
Parking stickers
Registration table, Head table, Table tents
Podium with microphone
Food and beverage requirements (breakfast, lunch, reception, dinner)
Coffee/refreshments for breaks

Human Resources

Recorder
Secretary of meeting
Meeting clerk
Support person

Effective Meeting Checklist
Before The Meeting
The meeting must be left with (a decision, commitment, ideas, consensus, etc.) The ways to address each topic (discussion, brainstorming, planning, etc.) People to be present at the meeting to accomplish objective. The meeting be held in order to increase comfort and reduce influence. Issues or topics of the meeting are clear to all in attendance. Everyone knows what decisions or actions are to be taken. Hidden agendas are dealt with. Meeting's objectives are reasonable, given available time and resources. The agenda is made clear by the meeting organizer. Participants are told of the meeting sufficiently in advance. All necessary materials are distributed sufficiently in advance to allow review. The time of the meeting is convenient. People are reminded in advance by card or phone of date, time, purpose of meeting. Printed agenda is provided for each member. Meeting room is reserved. There is much time for set-up. Additional space for your catered functions is reserved. Move-out schedule once the meeting is complete.
At The Meeting
Arrive early enough to prep the meeting room and yourself. Start the meeting on time. Confirm that everyone received and understood the agenda and is prepared to work. Introduce the first agenda topic and indicate the preferred way of addressing it. Alert the meeting members when agenda items are within 2 to 5 minutes of their allotted time. Use a concerns flip chart to capture unfinished business. Summarize & confirm conclusions and commitments. Thank participants. Take notes.
After The Meeting
Complete a short, clear summary of the meeting. Distribute the meeting summary to every participant. Begin and complete all of the actions committed to during the meeting. Follow up with any meeting participant who made a commitment. Express thanks to any participants who added superior levels of value to your meeting. Probe any participants who were unusually quiet or who expressed reservations with topics or outcomes. Mail out notes or action lists as appropriate.
Material Resources
Meeting worksheets (action plans or barrier & solution worksheets) List of members with phone numbers and addresses for any new members present Name tags for large meetings of new groups Overhead Projector, PowerPoint Projector Directional signage Laptop Computer Flip Charts Paper, Notepads, Pens Board, Chalk/Markers Parking stickers Registration table, Head table, Table tents Podium with microphone Food and beverage requirements (breakfast, lunch, reception, dinner) Coffee/refreshments for breaks
Human Resources
Recorder Secretary of meeting Meeting clerk Support person