Effective Meetings - checklist

Use this as a basis for setting up and running your meetings; add or delete as you wish.

Prior to the meeting:

Leader

1 Clarify/define purpose and objective

2 Select participants

3 Confirm their availability + start + end time

4 Book venue; arrange equipment & refreshments

5 Prepare agenda (with input from participants as appropriate

6 Invite participants and distribute agenda (in good time to allow their preparation & research)

7 Contact non-participants (explain why they are not invited) if this is a sensitive issue.

8 Final checks of room/agenda etc.

Participants

1 Diary the meeting

2 Confirm attendance

3 Clarify your role & any special requirement from leader

4 Suggest other participants (Optional)

5 Know the objective - input to agenda if required

6 Know where/when to meet

7 Prepare/research.

During the meeting:

Leader

1 Start promptly - don't wait

2 Follow agenda - no AOB!

3 Time-allocation of agenda items

4 Control discussion

5 Elicit input/participation

6 Help resolve conflict

7 Clarify issues

8 Summarise results & actions.

Participants

1 Listen & participate

2 Be receptive

3 Stay on agenda/topic

4 Limit/avoid distractions, side-conversations

5 Check understanding

6 Take notes of your action items

After the meeting:

Leader

1 Restore room/return equipment

2 Evaluate meeting effectiveness

3 Distribute notes/actions/minutes

4 Take own actions as agreed

5 Follow up action items as appropriate

Participants

1 Evaluate meeting

2 Review minutes

3 Brief others as appropriate

4 Carry out agreed actions

5 Follow-up on actions