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
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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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