Meeting Preparation Checklist
4.8/5 with 268 votes
Table of Contents
Introduction
Our Meeting Preparation Checklist is designed to help you organize and execute effective meetings. From identifying the purpose to finalizing the agenda, this template ensures that you cover all essential steps for a productive session. With our Checklist App, you can customize tasks to fit your specific needs, sync across devices, and collaborate with your team seamlessly. Click Save to start preparing for impactful meetings that drive results.
Save the full checklist and customize it later.
0 of 15 completed
- 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.)
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Stats
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405
Views: 405
Uses
16
Uses: 16
Tasks
15
Tasks: 15
Details
This Meeting Preparation Checklist is originally published by Harvard↗.
Who it's for
This Meeting Preparation Checklist is for teams that want consistent execution, less rework, and clear ownership.
- Standardize quality - run the same Meeting Preparation steps every time, regardless of who executes
- Save time - reuse a proven Meeting Preparation workflow instead of rebuilding processes from scratch
- Improve accountability - assign owners and see what's done vs. what's pending
- Onboard faster - use the Meeting Preparation checklist as the SOP and training guide
- Coordinate across roles - handoffs are clear and everyone works from the same source of truth
How to use it
How to use this Meeting Preparation Checklist:
- Start by saving it - save as a Template if you'll reuse it, or as a Checklist if it's a one-off project.
- Customize it once for your workflow - remove what doesn't apply and add your team-specific steps.
- Assign ownership and execute - set owners/due dates where needed and track completion as work happens.
- Reuse without rebuilding - when Meeting Preparation comes up again, start from your saved version and run it with clear ownership.
Rate this Checklist
5 stars
Scores 4.80 with 268 votes