Checklist for Productive and Effective Meetings

Preparation

Define a clear goal

Select participants

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

Set date and start and end time

Distribute agenda and provide supporting material in time

Demand that everyone is prepared

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

Start on time

Repeat the goal of the meeting

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

Follow to the agenda, stay on time

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

Take clear brief notes and distinguish between informational notes and decisions

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

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

end on time

Distribute minutes as soon as possible

Communicate tasks to task owners

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

File minutes in a place where you can easily find them

No cell phones

Demand proper preparation

No side conversations

Attendance means participation

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