Meeting Checklist

Meeting Necessity

  • The objectives of the meeting have been determined
  • Those who need to be involved in the meeting to achieve the objectives have been determined.
  • The objectives can be achieved via telephone or written communication;  therefore, a meeting is not necessary.
  • A combination of written communications and a follow-up call is a good alternative to having a meeting;  therefore, no meeting is required.
  • The objectives cannot be achieved through written communications;  therefore, a meeting is necessary.

Meeting Cost

  • The cost of having the meeting has been determined.
  • The "real"cost has been compared to the stated objectives to determine whether the meeting is really worth it.

Timeliness

  • The meeting will be held while there is still time to execute and achieve impact on the opportunity at hand.
  • Preliminary information, including the agenda, has been distributed to attendees well ahead of the meeting.
  • The meeting started on time.  Those who arrived late were noted.
  • Each agenda item is well defined including agenda item objectives and a statement of responsibility for the presenter, the sponsor, and other attendees.  The information is written and distributed ahead of the meeting.
  • Each agenda item is contained within the allotted time.
  • The agenda items are in priority and logical order.
  • The meeting ends on time.

Meeting Participants

  • The chairman of the meeting is determined.
  • The Recorder is determined.
  • A sponsor and / or presenter is determined for each topic.
  • The appropriate decision makers are determined.
  • People who must be informed or who can supply detailed information are determined.

Meetings should change behavior of Attendees

  • Actions were taken through a method that insured follow-up to closure.
  • Decisions made were recorded.
  • People were educated so that they can do their jobs better.
  • People were informed so that their perspectives are correct.

Actions

  • Each action was discussed and recorded in the minutes.
  • A person was assigned who is responsible for completing the action.
  • A target date was assigned for when the action must be completed.
  • The action list was reviewed at the end of each agenda item.
  • A process to determine whether the action has been completed is specified

Meeting Environment

  • The environment is comfortable.
  • The room is large enough and there is plenty of work space.
  • The room is supplied with necessary working aids (i.e., flip charts, wall space, overhead projector, etc.).
  • Comfortable chairs are provided.
  • Room temperature is comfortable and room is well lighted.
  • Messages are received during breaks.
  • Breaks are scheduled often enough to prevent people from taking them casually under the guise of biological necessities.
  • Agenda items which are heavy in terms of mental energy requirements are scheduled early in the day.
  • The energy level in the room is sensed from time to time.
  • A short stretch break is scheduled to rejuvenate people.

Wrap-up

  • A meeting wrap up is held.