5 Easy Steps for Planning a Meeting with Free Checklist

5 Easy Steps for Planning a Meeting with Free Checklist featured image

Have you ever been in a meeting that seemed to drag on forever and when it was done you feel like you got very little useful information? If you have been in any supervisory or any other position that regularly attends meetings, this has probably happened to you. This can be very frustrating for all involved. 

Are the meetings you lead like this? Do people leave your meetings feeling like it was a good use of their time or was it a poor use of their time? If the answer is the latter or you don’t really know, don’t worry this article will provide you the tips to conduct an effective meeting. 

It all starts with the planning stage. Planning a meeting is almost as important as what you do in the meeting itself. Many people fail to plan because they believe it takes a long time to do. This planning process doesn’t need to take an excessive amount of time. It should take less than 20 minutes to build your plan unless research needs to be done. This includes writing out your plan on something like the meeting checklist template below.

Continue reading for the steps to conduct an excellent meeting. 

Table of Contents

Steps for Planning a Meeting

Image of people around a table in a meeting for steps for planning a meeting section.

1. Determine the Goal of the Meeting

What is the goal of your meeting? Focus on what you want from the outcome of this meeting. At this stage don’t focus on how you are going to do it. Instead, focus on what you want the outcome to be. For example, do you want everyone attending the meeting to be informed on a new process that has come up or do you want the group to brainstorm a solution to the problem? If you have trouble determining the goal of the meeting, your next question should be, is this meeting really necessary?

Once you determine your goal, it will lead you to how the meeting will be held or the flow of the meeting. For example, if your goal was to inform your team of a new policy, the meeting will be more of a briefing with a questions and answers section at the end. If your goal was to solve a problem, your meeting will likely be more of a group discussion and brainstorming session. Realizing your goals iis the first step in preparing for a meeting because it will guide everything else.

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2. Think About the Topics

The topics will be based on your goals. Each topic should get you closer to your goal. Your first topic should of course be to explain the objective of the meeting and ground rules of the meeting. The next topics should be geared toward your meeting goal. For example, if your goal is to inform on a new policy, your topics may look something like this: What is the new policy, when this policy will go into effect, how does this new policy affect the employees, and questions and answers. The topics are a general guide and outline of how the meeting will go.

3. Who Needs to be There

Based on your goal and topics, who needs to be at the meeting? This list should be kept to a minimum but everyone that needs to be there should be there. If you have too many people that don’t need to be there, you are just wasting their time and it could hurt the interaction in the meeting. If you don’t have people that have buy-in or information on the topics, you may miss out on ideas or getting the information to the right people. Getting the right mix of people can help you reach your goal of the meeting. 

4. Find a Good Place for the Meeting

Having the right location can many times make or break the success of a meeting. You should try to find a location that is convenient to the majority of the attendees. This way people are not spending too much of their precious time traveling to the meeting. More importantly than location is finding a place with adequate seating, lighting, and acoustics. Making everyone as comfortable as possible will help with participation and productivity of the meeting.

5. Send Out Invites and Agenda

Now that you have your topics, participants, and location, the final step in preparing for a meeting is sending out invites with an agenda or overview of what will be discussed. An agenda or overview is important so attendees can start thinking about the topics before the meeting starts. Also this will give each member time to formulate any questions or talking points beforehand. 

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Planning a Meeting Checklist Template

Download and use the checklist below to plan your perfect meeting.

Tips for Conducting an Effective Meeting

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Once the meeting starts there are some things you should do to make sure the meeting is as effective as possible. 

Start on Time

Many times people show up early for meetings and there’s nothing worse than showing up early only to have the meeting not start on time. Starting late can put everyone in a bad state of mind before the meeting even starts. Show everyone that you value their time by starting on time.

End on Time

Just like starting on time it is important to end on time. Even if you are having a great discussion that is going longer than expected, try to end it within the time that was scheduled. This will make it easier for the people attending the meeting to schedule their day around the meeting. It can be very frustrating for the attendees to have a meeting make them late for other engagements.

Ban Unnecessary Technology

Cell phones and other technology can be very distracting. Limit users from bringing their personal electronic devices to the meeting or at least have them put them on silence during the meeting. This will at least make the cell phones less distracting to other members. If you do ban these devices it should be stated when you send out the invites and agenda. Then reiterated when you start the meeting.

Make the Objective Clear to Everybody

Everyone needs to know the objective. Preferably they should know the objective before the meeting starts. This is why it’s a great idea to send out an agenda beforehand. The objective should be made clear again at the beginning of the meeting. You may have to reinforce the objective throughout the meeting to remind everyone why they are there.

Keep it as Brief as Possible

Time is money and pointless meetings are a waste of both time and money. Try to keep the meetings as brief as possible. The longer meetings drag out, the more people’s minds start to drift off onto something else. 

Stay on Topic

A derailed meeting can ruin all the hard work put into planning it. Try to keep your meetings on topic. Don’t stray too far from the original objective of the meeting. This will help you keep the meeting brief and maximize the use of everybody’s time. 

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Seek Participation from Others

Meetings can get boring for everyone involved. Seeking participation from others will help keep members focused. Even if you are just trying to pass on information to the attendees, you can keep participation up by seeking acknowledgement from everyone. 

End With a Plan

This is especially useful in situations where you are trying to solve a problem. You want to end the meeting with a good direction or plan. This will help members feel like the meeting was a success. When they leave with a plan they will likely begin looking for ways to start implementing that plan immediately.

Follow Up

After the meeting is over it’s important to follow up with everybody. This means you can shoot out an email giving an overview of everything you all went over. If you had any questions that couldn’t be answered in the meeting, give the answers to those questions. Any action items that came out of the meeting should also be reiterated. The follow up action should be used to keep the information fresh in everybody’s mind. 

Digital Meeting Services

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In the digital age we live in, there are many great digital services to have virtual meetings with. This type of meeting can be great for groups that are spread out or offices that have many people that telework. There are many different services that offer great platforms to have your virtual meetings like Zoom, GoToMeeting, Microsoft Teams and Skype for Business just to name a few. 

Follow the link to learn how to set up a Zoom meeting.

Wrapping it Up

Meetings are a great way to get everybody together and exchange information and provide guidance. They can’t be completely eliminated from most work areas but they can be done in a way that makes them way more bearable. I hope these tips helped you set up a great meeting. If you have any other tips let me know by leaving a comment below.

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