Checklist for Productive and Effective Meetings

There are three stages around meetings: preparation, the actual meeting and follow-up. Neglecting the preparation and follow-up make the actual meeting a waste of time. MeetingKing can help to efficiently manage all three stages.

effective meetings effective meetings
  • Preparation

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  • Define a clear goal

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  • Select participants

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  • Decide the form of the meeting (in person or phone or web conference) 

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  • Set date and start and end time 

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  • Distribute agenda and provide supporting material in time

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  • Demand that everyone is prepared

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  •  Designate one person to take notes during the meeting. Consider rotating this function. 

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  • Actual Meeting

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  • Start on time

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  • Repeat the goal of the meeting

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  • Provide updates on tasks from previous meeting(s) if applicable

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  • Follow to the agenda, stay on time

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  • Stay focused, place new topics on parking lot for next meeting

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  • Take clear brief notes and distinguish between informational notes and decisions

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  • Assign tasks, assign each task to one person and set due date

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  • At the end of the meeting: summarize all decisions and tasks, schedule follow-up meeting if required

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  • end on time

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  • Follow-up

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  • Distribute minutes as soon as possible

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  • Communicate tasks to task owners

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  • Track tasks and follow-up if not completed by due date 

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  • File minutes in a place where you can easily find them

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  • Ground rules

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  • No cell phones

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  • Demand proper preparation

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  • No side conversations

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  • Attendance means participation

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  • It is OK to have different opinions, but communicate a unified decision outward 

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  • It is OK to have different opinions, but communicate a unified decision outward 

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