Streamline your meeting preparation with our comprehensive 'Meeting Planning Checklist Template', covering everything you need from inception to closure.
1
Identify the purpose of the meeting
2
Set the meeting agenda
3
Decide on the appropriate date and time for the meeting
4
Approval: Date and Time Decision
5
Choose the meeting location
6
Arrange for any required technology or equipment
7
Prepare and distribute meeting invitation
8
Create a list of attendees
9
Arrange for refreshments, if applicable
10
Approval: Attendees List
11
Ensure all necessary materials are prepared
12
Confirm attendance of all invitees
13
Set up the meeting room
14
Check technical setup
15
Greet attendees and coordinate seating arrangements
16
Start the meeting on time
17
Ensure adherence to the agenda during the meeting
18
Manage time during the meeting
19
Close the meeting and set date for next
20
Prepare and distribute meeting minutes
21
Approval: Meeting Minutes
Identify the purpose of the meeting
This task is crucial in setting the direction and goals for the meeting. It helps to clarify why the meeting is being held, what is expected to be achieved, and what topics will be discussed. By identifying the purpose, the meeting can be focused and efficient.
Set the meeting agenda
The meeting agenda provides a roadmap for the discussion and ensures that all necessary topics are covered. It helps to prioritize items, allocate time effectively, and keep the meeting on track. The agenda should be clear and concise, outlining the key points and any supporting documents or materials that will be needed.
Decide on the appropriate date and time for the meeting
Selecting the right date and time for the meeting is essential to ensure maximum attendance and participation. Consider the availability and time zones of the attendees, as well as any potential conflicts or overlapping events. By choosing a suitable date and time, the meeting can be more productive and inclusive.
Approval: Date and Time Decision
Will be submitted for approval:
Decide on the appropriate date and time for the meeting
Will be submitted
Choose the meeting location
Selecting an appropriate meeting location is important for a comfortable and conducive environment. Consider the number of attendees, accessibility, and any specific requirements such as audiovisual equipment or private spaces. By choosing the right location, the meeting can be conducted smoothly and efficiently.
Arrange for any required technology or equipment
Ensure that all necessary technology and equipment are available and functioning properly for the meeting. This includes audiovisual equipment, projectors, microphones, and teleconference systems. By arranging these in advance, technical difficulties can be minimized and the meeting can proceed smoothly.
1
Audiovisual equipment
2
Projector
3
Microphone
4
Teleconference system
Prepare and distribute meeting invitation
Send out meeting invitations to ensure all attendees are aware of the meeting details and can plan accordingly. Include the purpose of the meeting, date, time, location, and any special requirements or instructions. By preparing and sending out invitations, attendees can be informed and prepared for the meeting.
Create a list of attendees
Compile a list of all the attendees who will be present at the meeting. This helps in keeping track of the expected participants and ensures that everyone receives the necessary information and updates. By creating a list of attendees, communication can be streamlined and any last-minute changes can be effectively communicated.
Arrange for refreshments, if applicable
If refreshments are necessary for the meeting, make the necessary arrangements. Consider the duration of the meeting, dietary restrictions of the attendees, and any specific preferences or requests. By arranging for refreshments, the attendees can feel comfortable and their needs can be catered to.
1
Tea and coffee
2
Water bottles
3
Snacks
4
Catered meal
5
None
Approval: Attendees List
Will be submitted for approval:
Create a list of attendees
Will be submitted
Ensure all necessary materials are prepared
Gather and prepare all the necessary materials and resources for the meeting. This includes relevant documents, presentations, handouts, and any additional materials required for the discussions. By ensuring that all necessary materials are prepared, the meeting can be conducted smoothly and the participants can have access to the required information.
Confirm attendance of all invitees
Confirm the attendance of all the invitees to ensure accurate planning and preparations. This allows for adjustments to be made in case of any last-minute changes. By confirming attendance, the meeting organizer can have an accurate headcount and plan accordingly.
1
Attendee 1
2
Attendee 2
3
Attendee 3
4
Attendee 4
5
Attendee 5
Set up the meeting room
Prepare the meeting room before the attendees arrive. This includes arranging the seating, ensuring proper lighting and ventilation, and setting up any necessary equipment or materials. By setting up the meeting room in advance, the participants can have a comfortable and conducive environment for the meeting.
1
Seating arrangement
2
Lighting
3
Ventilation
4
Equipment setup
5
Materials and documents
Check technical setup
Test and verify the technical setup of the meeting room to ensure smooth functioning during the meeting. This includes checking audio and video equipment, internet connectivity, and any software or applications that will be used. By checking the technical setup in advance, any issues can be identified and addressed before the meeting starts.
1
Audio equipment
2
Video equipment
3
Internet connectivity
4
Software applications
5
Other technical requirements
Greet attendees and coordinate seating arrangements
Welcome and greet the attendees as they arrive and help them find their designated seats. Ensure that the seating arrangements are as per the plans and any specific requests or requirements are addressed. By greeting and coordinating seating arrangements, a welcoming and organized atmosphere can be established for the meeting.
1
Welcome and greet attendees
2
Guide attendees to their seats
3
Address any seating requests
4
Assist with any special needs
5
Answer any questions or concerns
Start the meeting on time
Initiate the meeting as per the scheduled time. Ensure that all necessary participants are present or properly informed about any delays. By starting the meeting on time, the agenda can be followed as planned and the meeting can proceed smoothly.
Ensure adherence to the agenda during the meeting
Keep the meeting focused and ensure that the discussions align with the agenda. Guide the participants to stick to the specified topics and redirect any irrelevant or off-topic discussions. By ensuring adherence to the agenda, the meeting can be more efficient and accomplish its intended goals.
1
Facilitate the discussion
2
Redirect off-topic discussions
3
Encourage active participation
4
Timekeeping
5
Other
Manage time during the meeting
Monitor and manage the time allocated for each agenda item to ensure that the meeting stays on schedule. Remind participants of the time limits, guide discussions to stay within the allotted time, and adjust the pace if needed. By managing time effectively, all agenda items can be addressed within the given time frame.
1
Set time limits for each agenda item
2
Remind participants of time limits
3
Guide discussions within time constraints
4
Adjust pace if needed
5
Ensure all agenda items are covered
Close the meeting and set date for next
Conclude the meeting by summarizing the key points discussed, action items, and decisions made. Set a date for the next meeting if applicable and communicate it to the attendees. By closing the meeting effectively, participants can leave with a clear understanding of the outcomes and any follow-up actions.
Prepare and distribute meeting minutes
Create a concise record of the meeting minutes that captures the important discussions, decisions, and action items. Share the meeting minutes with the attendees and any other relevant stakeholders. By preparing and distributing meeting minutes, all participants can have a reference for the meeting outcomes and follow-up actions.
