MEETING CHECKLIST
A meeting's effectiveness is proprtional to the amount of planning put into it. This checklist can help you with your planning, eleminating 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