Meeting Preparation Checklist
Meeting preparation
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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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Gather agenda, reports and reference materials
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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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Verify who’s declined the meeting and ensure key players are still attending
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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.)
