Business Meeting Checklist

For an efficient and successful meeting, organization and preparation is essential. A checklist that includes tasks such as determination of a meeting place, meeting materials, agendas along with delegation of duties will help the meeting organizer plan ahead so he can then focus on the matter of the meeting itself.

Meeting Place

A meeting place should be clean and clutter free.

Location can greatly affect the success of the meeting. Choose a meeting place that is quiet, clutter free and clean will help meeting members focus on the issues. Make sure the space is large enough to hold members and all meeting materials comfortably. If there are windows, close blinds to reduce external distractions. Set the location of the meeting in an accessible place to all meeting participants.

Equipment, Internet, and Furniture

Different types of materials may be needed for a meeting.

After a quiet and professional meeting place has been established determine the types of materials needed for the meeting. For large meetings and conferences, supply one or multiple large round conference tables. Everyone in attendance requires a chair and a place at the table. In regards to remote conferencing, provide phones, Internet access, and appropriate hook-ups and outlets.

Agendas

A meeting agenda is essential to keep topics on track.

An agenda outlining the objectives of the meeting is essential. Provide members with agendas in advance so they can prepare their questions. During the meeting, follow the agenda carefully, allotting each topic a number of minutes for questions, answers, votes, etc. Also, provide the purpose and goals of the meeting at the top of the agenda to help keep everyone on track.