TEAM UDOT TOOL

Meeting Preparation Checklist

Meeting preparation

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

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

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• Schedule meeting room and any projectors or equipment

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• WEEK BEFORE

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• Review purpose for meeting (confirm necessity) 

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

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

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• TWO DAYS BEFORE

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• Verify that the key players can attend the meeting

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• Send draft agenda with meeting reminder to attendees

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• Skim materials to review and understand key issues

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

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

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• DAY BEFORE

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  How to do this task:

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• Gather agenda, reports and reference materials

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  How to do this task:

  Subtasks:

•  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

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• DAY OF MEETING

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  How to do this task:

  Subtasks:

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

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  How to do this task:

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• Take spare copies of minutes, agenda and reference materials

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

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