Lambda Sigma Handbook

 

 

We've Got to Stop Meeting Like This
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MEETING CHECKLIST

A meeting's effectiveness is proportional to the amount of planning put into it. This checklist can help you with your planning, eliminating problems that can diminish a meeting's effectiveness and providing a guide that will help you to maximize the meeting's potential.


1. CHOOSE A LOCATION:

_____ Convenient and accessible to all participants

_____ Free from distractions

_____ Known to all participants (or easily found)

_____ Suitable for the expected number of participants

_____ Suitable for the desired room arrangement

_____ Comfortable in temperature, furnishings, etc.

_____ Appropriate for special demands or equipment needed for your meeting


2. CHOOSE A TIME

_____ Convenient to all participants

_____ Least disruptive to their schedules

_____ Set well in advance so people can plan around it


3. SET A TIME LIMIT

_____ Decide whether this will be published or simply used as a guide in facilitating the meeting


4. PREPARE AN AGENDA

_____ Decide what items need to be covered at the meeting


5. INVITE THE PARTICIPANTS

_____ State the purpose(s) of the meeting

_____ List the location, date, time, and possibly the expected length of the meeting

_____ Provide any materials or background information needed by the participants


6. PREPARE THE MEETING SITE

_____ Arrive early

_____ Set up and test all equipment to be used

_____ Arrange the seating in a way most suitable to type of meeting

_____ If guest speaker is attending, have water, a podium, and any items requested by him/her

_____ Arrange refreshments, any materials you have brought to distribute, displays, etc.

_____ Bring extra agendas, paper, pens for those who may have forgotten


7. AND NOW THE MEETING

_____ Begin on time (and end on time, if you have established an ending time)

_____ Explain the objective(s) for the meeting

_____ Follow your agenda

_____ Invite participation by all participants

_____ Be sensitive to the mood and needs of the group

_____ Enjoy yourself! The meeting will be more pleasant if you lead by example


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