Business meeting agendas can cover all types of topics or purposes, from the decision-making process which involves the board of executives to discussing financial reports submitted by your team. Meeting planning templates are used by teams for any company meeting cycle and if done poorly, it will cause a negative impact on the entire meeting. With a meeting checklist or meeting preparation checklist, you or your team can plan meetings effectively, whether you are running an online, in-person, or over-the-phone meeting.
50+ Meeting Checklist Samples
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What is a Meeting Checklist?
A meeting checklist is a template used to ensure that company or business meetings are efficient, productive, and inclusive which can be applied to different types of meetings such as in-person, remote, or hybrid meetings. Company meetings can be boring and sometimes unnecessary but a well-organized or planned meeting can become a productive activity and enhance the morale of your team.
How to Create a Meeting Checklist
Strategic planning for company meetings is one of the most important parts of any type of business or organization. However, it can also cause frustration, unproductivity, and disengagement among attendees if not planned properly. Meeting planner templates can be used to ensure you have listed all topics that need to be covered in your next meeting agenda. Then, an assigned person can take notes of the assembly’s proceedings in formal meeting minutes. With meeting checklists, you can effectively plan your next meetings while ensuring the engagement of each participant which promotes a positive culture within your company.
Step 1: Determine the Objective or Purpose of the Meeting
First, determine whether a company-wide meeting is necessary and what your team wants to accomplish at the moment. You can create a purposeful vision and use it as a basis for the planning process and execution of your meeting. Then create a list of agendas you want to discuss during the assembly.
Step 2: Decide on the Time
Deciding on the meeting’s schedule is one of the effective ways to ensure that every attendee can stick to their time management plan. This affects the time, date, location, and format of the meeting. Determine the key people that must attend the meeting and coordinate with them to make sure that the meeting fits their respective schedules.
Step 3: Indicate the Location of the Meeting
Another important step is deciding on the meeting location or venue and what pieces of equipment you will need. You also have to make sure that you arrange the location’s setting and style to suit the team’s needs and preferences.
Step 4: Inform Who Will Be Participating in the Meeting
Create a list of people that must be invited and included in the meeting. You can arrange this list according to the department, rank, and title of each team member. Delegate the roles and responsibilities of the attendees.
FAQs
What are the most common purposes of conducting a meeting?
Meetings are commonly conducted to discuss various topics and purposes such as progress updates, reviews and assessments, planning, team building, problem-solving, training, innovation or brainstorming, information, and decision-making.
What should be done during a meeting?
During your meeting, make sure to introduce yourself, restate your expectations and business goals, share the rules of engagement, keep a record of the meeting, share your screen for an engaging experience, monitor the meeting chat, delegate tasks, and write a meeting summary.
What are the factors that need to be considered when creating a meeting plan?
When making your meeting plan, consider what your purpose is, who the attendees are, and whether it will be in a virtual or physical setting. You also have to decide on the meeting location, agenda, timing, and format.
A meeting checklist is a document or template that allows managers or team leaders to plan their next meetings effectively and make sure that they can get the most out of every participant which also promotes positive culture within the organization or company. By planning ahead of time, you can make sure that all topics will be covered in the next meeting. Other documents that businesses can use when planning and executing a meeting includes meeting notes, a notice of meeting templates, meeting schedule templates, meeting itinerary templates, meeting executive summary, and more.
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