Effective Meeting Checklist

Productive meetings don’t happen by accident. We’ve all attended a call (or two or three) that lacked thoughtful planning and a clear structure to keep everyone focused and engaged. This doesn’t have to be the norm.

Effective meetings are an essential part of organizational life, but not all meetings are created equal. Many can be a waste of time, leaving meeting participants frustrated and unproductive when effective meetings should foster decision-making, team building, and brainstorming. It can also be helpful to take a look at tips for spotting bad meetings.

Whether you’re meeting with an entire department or just one other person, our effective meeting checklist can transform your future meetings from aimless to purposeful. Check out our recommendations for in-person and remote meetings below!

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Effective meeting checklist: A comprehensive guide to productive gatherings

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Pre-meeting

1. Define your meeting’s purpose and objectives

The first key element of a successful meeting is being able to clearly articulate its purpose. To draft your purpose and objectives, ask yourself what the desired outcomes of your meeting are. The purpose of your meeting can be to…

• Solve a problem
• Make a decision
• Promote team alignment

Along with the meeting’s purpose, it’s important to establish objectives to ensure you have a good meeting. You can think of a meeting’s objectives as specific, measurable goals that stem from the meeting’s purpose. For example, let’s say the purpose is to discuss strategies to improve customer satisfaction. 

Objectives might be to:

1. Identify three key areas of customer feedback to address.
2. Develop a plan to reduce response times by 20%.
3. Establish a timeline for implementing new customer service training.

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2. Create a meeting agenda

Pull up a fresh document and prepare a detailed agenda — in other words, a list of topics to be discussed. Using a meeting agenda template can streamline this process and ensure you don't miss any critical components. Frame each agenda item as a question. This approach encourages more focused and productive conversations.

Example: Instead of “project management workflow,” write “How can we improve our new project management workflow?”

Every agenda item should tie to the purpose of the meeting and have a discussion leader. It’s important to send a meeting agenda prior to the meeting to make sure team members can provide prior feedback or showcase agreement. 

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3. Determine attendees and assign roles

Identifying essential participants and ensuring all necessary stakeholders are included is crucial for a productive meeting.

• Facilitator: Facilitation involves moderating the conversation, keeping it on track with the agenda, and driving the meeting forward. They don’t lead the discussion the entire time. Instead, different participants can step in as presenters, leading specific parts of the conversation.
• Note-taker: It's essential to have a note-taker documenting meeting minutes, including key points and action items. This role can also be handled by tools like Otter AI, allowing all attendees to stay fully engaged throughout the meeting.
• Timekeeper: The timekeeper ensures the meeting stays on schedule, helping to keep discussions focused and within the allotted time.

By assigning these roles — facilitator, note-taker, and timekeeper — you can maintain structure and focus, leading to a more successful and productive meeting. Always make sure to assign roles to participants prior to the meeting to avoid back and forth at the beginning. Participants can also make sure to become prepared. 

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4. Schedule the meeting

Pick a convenient time for key participants and send out a meeting invitation with the agenda. This gives everyone a chance to prepare and ensures maximum attendance.

Here are a few pointers:

• Select a date and time that works for all key participants. (Pro tip: Clockwise automatically identifies the ideal times for everyone involved with the power of AI.)
• Send calendar invites with detailed agenda and objectives.
• Send at least two meeting invite reminders leading up to the meeting, if possible (three days prior and one day prior) to allow for maximum prep time.

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5. Get your materials ready

Share agendas, handouts, and any necessary documents beforehand. Providing materials in advance allows participants to come ready to engage.

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During the meeting

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1. Start on time

Kick off the meeting promptly to respect everyone’s time. Starting on schedule sets a professional tone and keeps things on track. Incorporate asking a fun and light question as part of the meeting ground rules. For example: “Did anyone do anything fun over the weekend?”

2. Review the agenda and objectives

Quickly recap the agenda and the goals of the meeting at the beginning. This helps align everyone and sets a clear focus for the meeting. Create a shareable document for effective meeting notes with overview of points discussed and action items with assignment participants and dates.

3. Encourage participation and decision-making

Create an inclusive atmosphere where everyone feels comfortable contributing and supports decisions made during meeting time. Encouraging diverse perspectives enriches the discussion and leads to better outcomes.

4. Stay on topic

Keep discussions focused on the agenda, setting aside off-topic items for later. This maintains efficiency and respects everyone’s time.

• Use the "parking lot" technique: When off-topic but important issues arise, add them to a "parking lot" list to be addressed later or in a separate meeting.
• Implement the "two-minute rule": If a topic can be addressed in two minutes or less, handle it immediately rather than scheduling a separate discussion.

5. Manage time effectively

Stick to the time allocated for each topic, adjusting as needed but avoiding overruns. Effective time management keeps the meeting productive and engaging. This is key in ensuring team members know you have respect for them and their time.

6. Summarize key points and decisions

Recap important discussions and decisions before moving on. Summarizing ensures clarity and reinforces what’s been agreed upon.

7. Assign action items

Clearly define next steps, assigning responsibilities and setting deadlines. This ensures accountability and follow-through after the meeting.

8. Learn team flow

It is critical to use effective meetings as data. Take the time to learn about how team members are most productive and content. Prioritize ensuring that team members leave meetings with clarity and support.

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Meeting follow-up

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1. Distribute meeting notes

Send out meeting notes promptly, highlighting key points and decisions. Timely distribution helps reinforce outcomes and keeps everyone informed.

2. Track action items

Monitor progress on tasks and follow up as needed. Tracking action items ensures that objectives are met and maintains momentum.

3. Solicit feedback

Gather feedback on the meeting’s effectiveness and use it to improve future sessions. Feedback helps identify areas for improvement and enhances the overall experience.

4. Plan next meeting

Schedule a follow-up if necessary and start preparing based on feedback. Planning ahead keeps things moving forward and builds on progress.

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Virtual meeting considerations

1. Technology setup

Choose a reliable platform and test audio, video, and screen-sharing beforehand. And of course, make sure your internet connection is stable for a smooth virtual experience. You might also ask yourself if you need additional tools like a virtual whiteboard.

2. Virtual etiquette

Set guidelines for muting/unmuting and using chat functions. Encouraging camera use helps foster a more engaging and interactive meeting. Also, acknowledge that people have pets, families, and other circumstances — and that’s okay! 

3. Technical support

Have support available for troubleshooting and provide joining instructions. This helps prevent issues and ensures the meeting runs smoothly.

4. Recording and transcription

Decide if the meeting will be recorded and let participants know. Transcription tools can be useful for accurate notes and future reference.

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In-person meeting considerations

1. Venue preparation

Reserve and set up the meeting room, checking comfort factors like temperature and lighting. A well-prepared venue creates a welcoming environment.

2. Equipment and materials

Ensure necessary equipment is available and distribute any physical documents. Proper preparation facilitates effective discussions and presentations.

3. Transportation and parking

Provide information on parking options and directions. Clear logistics help participants arrive on time and reduce stress.

4. Refreshments

Consider offering snacks or refreshments if appropriate. This helps bring team members together and adds a personal touch to the meeting.

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Effective meeting checklist template

To help you implement these best practices, here's a concise checklist you can use for your next team meeting:

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Pre-meeting: 

• Define meeting purpose and objectives
• Create and distribute detailed agenda
• Invite essential participants 
• Assign meeting roles (facilitator, timekeeper, note-taker) 
• Prepare meeting space or virtual platform 
• Send reminder with agenda and any pre-work

During meeting: 

• Start on time 
• Review agenda and set ground rules
• Facilitate discussion and decision-making 
• Use visuals and interactive tools 
• Keep conversation on-topic 
• Document key decisions and action items 
• End on time

Post-meeting: 

• Distribute meeting minutes within 24 hours 
• Follow up on action items 
• Schedule any necessary follow-up meetings 
• Gather feedback on meeting effectiveness

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Going forward

Think of your meeting checklist as a roadmap that guides you through each step from preparation to follow-up. Your meeting checklist allows for you to take action. It helps ensure you have a clear agenda, the right participants, and all necessary materials ready, making the meeting run smoothly.

During the meeting, a checklist keeps discussions on track and ensures key points are covered. Afterward, it helps in following up on decisions and action items. By using a meeting checklist, you can make sure your meetings are not just gatherings, but purpose-driven sessions that drive real progress.

The first element of an effective meeting? Scheduling it at the right time. Clockwise automatically surfaces the best times for meetings, while ensuring everyone has ample Focus Time for deep work. Click here to learn more!

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