Meeting Checklist

Advance Preparation

  1. Set the agenda and post a meeting notice
    1. Designate the meeting topic
    2. Designate the meeting type and the attendees
    3. Specify expectations
      1. Set the activity-level standards
      2. Decide on the attendees' responsibility regarding functional role
      3. Identify resource people
  2. Assign any necessary prework
  3. Establish and secure a base of information
  4. Make the logistic arrangements
    1. Space
    2. Time
    3. Seating
    4. Materials (audiovisual equipment, etc.)

Meeting Dynamics

  1. Opening Phase--Defining the Task
    1. Convene the meeting
    2. Introduce the participants (if necessary)
    3. Reinforce/change expectations
    4. Reinforce participation and norms of representation
    5. Introduce the resource experts
    6. Identify the problems/issues that will NOT be dealt with during the meeting
    7. Present the time schedule
  2. Middle Phases--Application of Energy and Consolidation
    1. Test issue formation and understanding
    2. Reiterate the decisions that are made
    3. Monitor pace
  3. Closing Phase
    1. Evaluate the progress that has been made
    2. Assign tasks
    3. Establish a means for dealing with unfinished business (such as including it in the agenda for the next meeting)

Follow-Up Documents to Be Produced

  1. Minutes
  2. Action-plan summaries
  3. Individual action-assignment sheets
  4. Action-review reminders
  5. Completion reminders
  6. Appreciation/recognition notes