MEETING PREPARATION CHECKLIST

No. QUESTIONS ANSWERS

1. What is the issue requiring the meeting?
Why do you want to hold a meeting?
2. Are the time and circumstances right for a meeting?
Do you have all the information you need for
productive discussion?
Is the situation ripe for discussion?
What other matters is the organiation dealing
with right now?
Will the meeting !e a priority among the people
you as" to attend?
Will schedules allow "ey meeting participants to
attend?
What preparation must you do for the meeting?
Do you have enough time to prepare?
MEETING PREPARATION CHECKLIST (cont.)
No. QUESTIONS ANSWERS
#. What must you "eep in mind as you plan the
meeting content?
$ow will the organiation%s culture and current
organiational priorities affect your meeting?
Is this meeting one in a series on a su!&ect?
$ow is your preparation for this meeting
affected !y the results of the last meeting?
'. What is the purpose(o!&ective)s* of this meeting?
What are the desired outcomes(
accomplishments?
Do you have only a vague idea or can you
pinpoint the purpose of the meeting?
Is a meeting the !est method for achieving this
purpose?
MEETING PREPARATION CHECKLIST (cont.)
No. QUESTIONS ANSWERS
+. Who should attend this meeting and why?
Who must attend?,
Who should attend for -political, reasons?
Who is needed as outside resource? )..g./
010/ 2nion(3a!or 4ep/ $45/ 05(65/ Director/
etc.*
Who is concerned a!out the decisions from this
meeting?
Are there others who could !enefit from this
meeting?
Who has(needs information?
Whose support is needed?
Who has a vested interest?
What level of authority should !e represented?
7. Do participants need to prepare for this meeting !y8 (Check applicable items.)
4eading/ researching?
9athering(providing info?
1a"ing meeting presentations?
5ther
:. $ow much preparation time will the participants
need?
When should you hold the meeting?
;. $ow much preparation time will you and(or other
presenters need?
MEETING PREPARATION CHECKLIST (cont.)
No. QUESTIONS ANSWERS
<. $ow long will this meeting ta"e? $ow much
meeting time must you schedule to allow
participation !y attendees to fulfill all meeting
o!&ectives?
Is this a reasona!le amount of time to as" of
the intended attendees?
When will it start and end?
If !rea"s are necessary/ how long and when?
1=. Where will the meeting !e held? (Check applicable items.)
Is the meeting area availa!le?
0an it !e reserved for this DA>. and >I1.?
Is the room large enough?
Are there ta!les and chairs?
Will the chairs(ta!les need to !e arranged?
Will there !e adequate light/ ventilation/ A(? and
written materials?
Will the room !e free from noise/ interruptions
)phone calls/ others wal"ing in/ etc.*?
5ther
11. Are there any special environmental considerations
necessary for this meeting?
(Check applicable items.)
>emperature?
3ighting?
Accommodations for participant)s* with special
needs?
5ther
12. $aving considered the questions a!ove/ and
previously scheduled commitments/ what is the !est
DA>. and >I1. for the meeting?
DA>.
>I1.
)@>A4>* ).AD*
MEETING PREPARATION CHECKLIST
No. QUESTIONS ANSWERS
1#. $ow will the meeting area !e arranged? (Check applicable items.)
0lassroom style?
0onference room style?
0ircle?
-2, shape?
-?, shape?
5ther
1'. What equipment is needed for the meeting? (Check applicable items.)
A(? equipment needed?
A(? availa!le?
.asel B newsprint pads?
5verhead(slide pro&ector?
@creen?
0hal"(dry mar"er !oards?
0olor >?(monitor and ?04?
0omputer)s* and pro&ector?
5ther
1+. What supplies are needed for the meeting? (Check applicable items.)
1ar"ers?
>ape?
Writing materials?
Amenities?
$andouts?
9eneral office supplies/ etc.?
5ther
17. What ground rules need to !e discussed/ agreed
upon/ and posted in the meeting area?
(Check applicable items.)
@mo"ing/ eating/ !everages?
Crea"s/ interruptions?
3eader/ recorder?
Aote ta"er?
0onversation(input courtesy/ etc.?
@ecurity(confidentiality?
5ther
MEETING PREPARATION CHECKLIST
No. QUESTIONS ANSWERS
1:. In what sequence will the meeting o!&ectives !e
covered?
1;. What methods will !e used to assess(evaluate/
select(re&ect/ and prioritie ideas/ action items/
assignments/ etc.?
$ow will the group provide input on issues/
solve pro!lems/ and ma"e decisions?
What activities will you include?
Who will conduct these activities?
)@ee the 1eeting 1ethods and >echniques Do! Aid
at the end of this >as".*
(Check applicable items.)
Crainstorming?
1ultiEvoting?
0onsensus?
Aominal 9roup >echnique )A9>*
5ther
1<. $ow will the meeting !e summaried/ evaluated/
and reported to the participants and to others who
-need to "now,?
2=. $ow will action items(decisions !e monitored and(or
followed up and reported?
MEETING PREPARATION CHECKLIST
No. QUESTIONS ANSWERS
21. $ow will the meeting !e announced?
)A pu!lished and distri!uted meeting announcement
with the planned agenda is recommended.*
22. When will the meeting !e announced?
$ow much time !etween now and then?
$ow much time !etween the announcement and
the meeting?
2#. $ow will the meeting agenda !e distri!uted? (Check applicable items.)
With meeting announcement
Fosted in meeting area.
@eparately
5ther
2'. 4ecord other questions(points that come to mind as
you plan8