List: Meeting Preparation Checklist
- Having identified the assigned roles, what activities do each of the roles need to do before, during and after the meeting?
- How frequently should the meetings be held?
- How long should the meeting last?
- How should the meeting be evaluated in order to improve the next meeting? E.G. group review at end of meeting, evaluation form, follow up telephone discussion?
- How should the meeting room layout and seating be arranged?
- How will we know that the meeting has been successful?
- What breaks do we need to schedule?
- What facilities and equipment are needed?
- What format should the agenda take?
- What key results do I want to achieve? For example, your aim might be to provide upward and downward communication, identify best practice and share experiences, make a decision, or generate new ideas and suggestions
- What past history or experience of these meetings (or the group participants), will help or hinder the achievement of the outcome?
- What refreshments are required?
- What role assignments need to be made? E.g. chairperson, minute taker, facilitator and timekeeper.
- What start and finish time will be scheduled?
- What supporting information is required?
- What supporting materials such as presentation slides and handouts need to be produced and who will be assigned to complete this?
- What type of environment do we want to create?
- When is the best time to hold the meeting (day of the week and time of day)?
- Where geographically should the meeting/s be located?
- Which guests and/or speakers are to be invited and what time do they need to schedule?
- Who is responsible for preparing and distributing the agenda?
- Who should attend?
- Who will check confirmation of their attendance?
