APPENDIX A

Meeting Preparation Checklist

Use this tool to prepare for your next meeting.

Have you . . .

• Identified the specific purpose of the meeting?
• Made sure you need a meeting at all?
• Developed a preliminary agenda?
• Selected the right participants?
• Assigned roles to participants?
• Decided where and when to hold the meeting and confirmed availability of the space?
• Sent the invitation, notifying participants when and where the meeting will be held?
• Sent the preliminary agenda to key participants and other stakeholders?
• Sent any reports or items needing advance preparation to participants?
• Followed up with invitees in person, if appropriate?
• Identified, if appropriate, the decision-making process that will be used in the meeting?
• Identified, arranged for, and tested any required equipment?
• Finalized the agenda and distributed it to all participants?
• Verified that all key participants will attend and know their roles?
• Prepared yourself?

Adapted from Running Meetings (20-Minute Manager series; product #17003), Harvard Business Review Press, 2014.