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Effective Meetings Preparation Checklist

This document provides a checklist and guidelines for leading effective meetings. It identifies what topics are necessary or not necessary to discuss in a meeting. Some necessary topics include gathering ideas, making group decisions, and developing plans. The document also lists alternatives to meetings, such as one-on-one discussions or asynchronous options. It offers tips for designing effective meeting sessions, such as using enough time to plan, inviting the right people, and writing a clear agenda. Additional sections cover logistics, executing meetings effectively, evaluating success, and conducting impromptu meetings.

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Bob Michel
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3K views2 pages

Effective Meetings Preparation Checklist

This document provides a checklist and guidelines for leading effective meetings. It identifies what topics are necessary or not necessary to discuss in a meeting. Some necessary topics include gathering ideas, making group decisions, and developing plans. The document also lists alternatives to meetings, such as one-on-one discussions or asynchronous options. It offers tips for designing effective meeting sessions, such as using enough time to plan, inviting the right people, and writing a clear agenda. Additional sections cover logistics, executing meetings effectively, evaluating success, and conducting impromptu meetings.

Uploaded by

Bob Michel
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd

Leading Effective Meetings Checklist

Necessary? Not Necessary?


Customer Issue x Routine
New Work Process x Discuss
Solving Systemic Problems x Share Information 1-way
Gather and Leverage Ideas x Communicate Basic Information
Make Group Decisions x No Time to Prepare
Delegate Responsibility x Confidential Information
Build a Sense of Accountability x Discipline People
Build a Sense of Community x Unclear Objectives
Develop a Plan for a Group x Key Attendees not Available

Alternatives to Meetings Designing Effective Sessions


- 1-1 Discussion: Ask/Tell Use Enough Time to Plan
- Hall Talk Magic Number 7 +/- 2
- Iterative Documents Plan to Involve the Right People
- Asynchronous Meetings Have the Right Number of People
- Wiki Write a Good Agenda
- Electronic Bulletin Board Use subject/verb construction
- e-mail: Broadcast, Routed 3-5 topics per meeting max.
- Telephone Allocate Appropriate Timing
- Automated Reporting Plan for Breaks, Snacks
- Text Messaging Check with Sponsor: Clear, Complete?
- Voice Mail (one or many) Distribute Agenda in Advance of Meeting
- Copy of Info with Note Notify Using Meeting PAL
- Hallway Bulletin Board Notice Purpose of Meeting
- Newsletter Agenda
Length
Specify Location, Starting Time

Logistics Execute Effective Meetings


Reserve Meeting Room, A/V, Etc. Stick to the Agenda
Order Refreshments Control the Meeting
Arrive Early to Setup Room Assign a Recorder, Timekeeper
Start and End on Time Summarize at the End
Eliminate Distractions (cell phones…) Decisions Reached
Reporting Results Actions Requiring Follow-up
Summarize Who/When
List Action Items with Responsibilities Unresolved Issues
List Detail from Meeting

Prepared by Bob Michel [Link] bob@[Link]


Evaluating Success Impromptu Meeting Agenda
Facilitator Effectiveness Define Purpose:
- Role Clear [Link] Problem(s) or Objective(s)
- Focused Group: [Link] All Likely Causes
- Keep agenda moving? [Link] to Solutions and Assign Tasks
- Allow All to Participate? [Link] Agreements
- Remained Neutral? [Link] All Parties
Afterwards: Evaluate Success
Meeting Type Appropriate? Length: how long will this meeting take:

Group Composition
- Right People?
- Heterogeneous?
- Right Number of Participants?

Meeting Space
- Size, Shape, Layout?

Agenda
- Sent Ahead?
- With Background?
- Objective/Purpose Clear?
- Subject/Verb Construction?
- 3-5 Agenda Items?
- Length of Time Set?

Problem Solving Meetings


- Problem Clearly Defined?
- Background Information Available?
- Was there a Rush to Decide?

Presentations
- Presenter Well Prepared?
- Purpose Clear?
- Organized and Delivered Well?

Prepared by Bob Michel [Link] bob@[Link]

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