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Less-Is-More Blog by Pierre Khawand

The checklist for conducting an effective meeting: What to do before the meeting, during, and after!

Posted by Pierre Khawand on Mon, Jul 19, 2010 @ 04:41 PM

Conducting effective meetings is an art and a science. It is a multi-faceted challenge and it is a team effort. However, there are still some basic things that we can do to help avoid meeting inefficiencies. 

Before the meeting

  • Clarify what are you are trying to accomplish?
  • Determine if a meeting is the best way to accomplish this objective?
  • If so, does it need to be face-to-face or virtual?
  • Who should be in the meeting?
  • How long does it need to be?
  • Prepare and send clear objectives, agenda, and logistics
  • Share supporting material ahead of time
  • Send a reminder

During the meeting

  • Assign clear roles (facilitator, time keeper, note taker, etc.)Co
  • mmunicate objectives and agenda (again)
  • Ask if more items need to be added to the agenda
  • Communicate how participation will be handled (especially for virtual meetings)
  • Engage the participants (ask the observers for their input)
  • Ask questions, make suggestions, stay flexible, but don’t hesitate to facilitate (it is your role and your responsibility)
  • Stay strategic, think 80/20
  • Summarize key decisionsConfirm action items
  • Schedule potential follow-ups
  • Have participants fill out feedback forms

After the meeting

  • Send meeting notes and action items
  • Review evaluation forms/feedabck
  • Identify lessons learned and future improvements

Additional Resources

Topics: effective meetings