Meeting preparation checklist
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Meeting objectives/outcomes
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What key results do I want to achieve? For example, your aim might be to provide upward and downward communication, identify best practice and share experiences, make a decision, or generate new ideas and suggestions
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How will we know that the meeting has been successful?
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What past history or experience of these meetings (or the group participants), will help or hinder the achievement of the outcome?
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Meeting agenda
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What format should the agenda take?
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Who is responsible for preparing and distributing the agenda?
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What supporting information is required?
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Meeting timing
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How long should the meeting last?
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When is the best time to hold the meeting (day of the week and time of day)?
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How frequently should the meetings be held?
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What start and finish time will be scheduled?
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What breaks do we need to schedule?
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Participants
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Who should attend?
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Which guests and/or speakers are to be invited and what time do they need to schedule?
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Who will check confirmation of their attendance?
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Role assignments
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What role assignments need to be made? E.g. chairperson, minute taker, facilitator and timekeeper.
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Role clarity
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Having identified the assigned roles, what activities do each of the roles need to do before, during and after the meeting?
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Physical arrangements
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Where geographically should the meeting/s be located?
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What type of environment do we want to create?
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How should the meeting room layout and seating be arranged?
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What facilities and equipment are needed?
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What refreshments are required?
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Supporting materials
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What supporting materials such as presentation slides and handouts need to be produced and who will be assigned to complete this?
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Evaluation method
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How should the meeting be evaluated in order to improve the next meeting? E.G. group review at end of meeting, evaluation form, follow up telephone discussion?