Meeting checklist

Effective Meetings - Tips   

The following are some tips to help you make your next meeting successful, effective and maybe even fun.

Before The Meeting

• Define the purpose of the meeting
• Budgeting
• Site inspection visit
• Travel arrangements
• Reservations and registration 
• Speakers
• Audiovisual equipment
• Food & Beverage arrangements
• Payment procedure 
• Develop an agenda in cooperation with key participants
• Distribute the agenda and circulate background material, lengthy documents or articles prior to the meeting so members will be prepared and feel involved and up-to-date
• Choose an appropriate meeting time. Set a time limit and stick to it, if possible. Remember, members have other commitments. They will be more likely to attend meetings if you make them productive, predictable and as short as possible
• If possible, arrange the meeting room so that members face each other, i.e., a circle or semi-circle. For large groups, try U-shaped rows
• Boardrooms
• Use visual aids for interest (e.g., posters, diagrams, etc.). Post a large agenda up front to which members can refer
• Social activities

During The Meeting

• Greet members and make them feel welcome, even late members when appropriate
• If possible, serve light refreshments, they are good icebreakers and make your members feel special and comfortable
• Start on time. End on time
• Review the agenda and set priorities for the meeting
• Stick to the agenda