The guys at Harvard developed this Meeting Preparation Checklist. Follow it for a productive meeting

Identify the purpose of the meeting
Ensure you really need a meeting
Develop a preliminary agenda
Select the right participants and assign roles
Decide where and when to hold the meeting
Confirm availability of the space
Send invitations
Send preliminary agenda to key participants and stake holders
Send pre-reading or requests which require advance preparation
Follow up in person, if appropriate
Choose the decision making process for the meeting (majority vote, group consensus or leader's choice)
Identify, arrange and test any required equipment
Finalize and distribute the agenda to all participants
Verify that all key participants will attend and know their role
Prepare yourself (draft presentations, printed handouts etc.)

Meeting Preparation Checklist

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