Template
Checklist for Productive and Effective Meetings
There are three stages around meetings: preparation, the actual meeting and follow-up. Neglecting the preparation and follow-up make the actual meeting a waste of time. MeetingKing can help to efficiently manage all three stages.
Preparation
Define a clear goal
Select participants
Decide the form of the meeting (in person or phone or web conference)
Set date and start and end time
Distribute agenda and provide supporting material in time
Demand that everyone is prepared
Designate one person to take notes during the meeting. Consider rotating this function.
Actual Meeting
Start on time
Repeat the goal of the meeting
Provide updates on tasks from previous meeting(s) if applicable
Follow to the agenda, stay on time
Stay focused, place new topics on parking lot for next meeting
Take clear brief notes and distinguish between informational notes and decisions
Assign tasks, assign each task to one person and set due date
At the end of the meeting: summarize all decisions and tasks, schedule follow-up meeting if required
end on time
Follow-up
Distribute minutes as soon as possible
Communicate tasks to task owners
Track tasks and follow-up if not completed by due date
File minutes in a place where you can easily find them
Ground rules
No cell phones
Demand proper preparation
No side conversations
Attendance means participation
It is OK to have different opinions, but communicate a unified decision outward
It is OK to have different opinions, but communicate a unified decision outward
This creates a private checklist in your account.