TEAM UDOT TOOL

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Meeting Preparation Checklist

Meeting preparation

• INITIATE MEETING (2-3 WEEKS AHEAD IS IDEAL) 

• Send GroupWise appointment with overview of purpose and desired outcome to:  Key Attendees 

• Schedule meeting room and any projectors or equipment

• WEEK BEFORE

• Review purpose for meeting (confirm necessity) 

• Send e-mail request for agenda items and materials for the meeting (attach previous minutes with assignments)

• Prepare draft agenda (include previous minutes with task assignments and send to co-leads if necessary)

• TWO DAYS BEFORE

• Verify that the key players can attend the meeting

• Send draft agenda with meeting reminder to attendees

• Skim materials to review and understand key issues

• Confirm and prepare equipment and tools (laptop, flash-drive, projectors, flipcharts, etc.)

• Plan water/ refreshments if needed (keep in mind special dietary requirements)

• DAY BEFORE

• Gather agenda, reports and reference materials

•  Notify front desk/reception about the meeting (provide the names of external attendees) Note: For any external attendees:  Coordinate parking/security access for external attendees, Email a map and directions to attendees

• DAY OF MEETING

• Verify who’s declined the meeting and ensure key players are still attending

• Take spare copies of minutes, agenda and reference materials

• Half-hour before meeting ensure the room is in order (optimal layout, equipment working, supplies, etc.)