Meeting preparation checklist

Meeting preparation Meeting preparation
  • Meeting objectives/outcomes

  • 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

  • How will we know that the meeting has been successful?

  • What past history or experience of these meetings (or the group participants), will help or hinder the achievement of the outcome?

  • Meeting agenda

  • What format should the agenda take?

  • Who is responsible for preparing and distributing the agenda?

  • What supporting information is required? 

  • Meeting timing

  • How long should the meeting last?

  • When is the best time to hold the meeting (day of the week and time of day)?

  • How frequently should the meetings be held?

  • What start and finish time will be scheduled?

  • What breaks do we need to schedule?

  • Participants

  • Who should attend?

  • Which guests and/or speakers are to be invited and what time do they need to schedule?

  • Who will check confirmation of their attendance?

  • Role assignments

  • What role assignments need to be made? E.g. chairperson, minute taker, facilitator and timekeeper.

  • Role clarity

  • Having identified the assigned roles, what activities do each of the roles need to do before, during and after the meeting? 

  • Physical arrangements

  • Where geographically should the meeting/s be located?

  • What type of environment do we want to create?

  • How should the meeting room layout and seating be arranged?

  • What facilities and equipment are needed?

  • What refreshments are required?

  • Supporting materials

  • What supporting materials such as presentation slides and handouts need to be produced and who will be assigned to complete this?

  • Evaluation method

  • 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?

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