List: Meeting Preparation Checklist

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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?
Meeting Preparation Checklist
Scott Adkins
Scott Adkins
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