Meeting Preparation Checklist
Table of Contents
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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Introduction
Details
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.