Running an Effective Meeting – A Checklist

The Checklist

Before the meeting:

• The meeting objective has been defined and shared with all participants.
• The meeting agenda has been defined and shared with all participants.
  - The agenda includes topics with owners.
  - The agenda includes time allocates for each topic.
  - The agenda is manageable given the time available for the meeting.
  - The agenda includes reasonable breaks.
  - The agenda enables participation, interaction, collection of feedback,
  decision making, and communication.
  - The agenda allows for Q&A.
• The meeting leader is aware of potential “off-topic” discussions that may happen and is prepared to address (or table) them.
• The meeting leader is aware of political or personality conflicts that may distract from the meeting and is prepared to address them (or reduce their impact).
• The meeting leader has determined the best, worst, and most-likely outcome from the meeting and has prepared for the worst in an effort to achieve the best.
• Critical participants have been identified and are confirmed for the meeting.
• Non-critical participants are aware that their attendance is optional.
• The meeting room has been scheduled.
  - The meeting room has the necessary technology (projector/screen, white board, flip charts, phone, Internet access).
  - The meeting room is suitable for the audience (size, layout).
• Conference Bridge has been scheduled and shared with all participants.
• WebEx has been scheduled and shared with all participant.
• For longer meetings, snacks and beverages have been ordered and supplied.

• Roles and responsibilities have been determined for the meeting (SME, Note Taker, Time Keeper, Judge)
• All participants are aware of their responsibilities in terms of Preparation for the meeting.
  - Assignments have been handed out.
  - Participants have confirmed that they have completed their assignments
• Hand-outs, slides, and examples have been prepared and reviewed.

In the meeting:

• Start the meeting on-time – do not go back for those who are late.
• Start the meeting with a review of the meeting objectives, the agenda, and roles and responsibilities.
• Allow participants to introduce themselves: “Does everyone know each other?”
• Ask participants if any other topics should be added to the agenda, if time allows.
• “Parking lot” items are captured for follow up meetings and discussions.
• Stick to the time schedule – allow “heated” discussions, but cut it off to keep on track with the agenda.
• Manage to the agenda, not personal agendas or politics.
• Encourage questions and discussions – the agenda should allow for this.
• Avoid “Death by Power Point.”
• Keep meeting notes, including action items.
• Capture owners for all action items and commitments for when the action items will be completed/delivered.
• Action Items and Next Steps have been determined and agreed on.
• Thank participants for their time and attention.
• End on time – respect everyone’s schedule.

After the meeting:

• Meeting Notes, with Action Items, have been captured and distributed.
• Meeting leader has followed up with participants and action items are complete.
• Follow meeting and discussions have been scheduled.
• Feedback from participants has been captured

Resources:

http://www.mindtools.com/CommSkll/RunningMeetings.htm

http://www.businessweek.com/smallbiz/content/sep2006/sb20060927_259688.htm

http://www.suite101.com/content/running-an-effective-meeting-a59348

http://sabes.org/resources/facilitationguide.pdf

http://www.meetingwizard.org/meetings/running-effective-meetings.cfm

http://spac.ucdavis.edu/forms/leadership_tips/running_fun_and_effective_meetings.pdf