Project Management Checklist - Preparation of a Meeting

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Project Management Checklists: General Principles of Project Management

Checklist Category: Arranging Meetings

Download: Checklist: "Preparing a Meeting" (.pdf)

Project Management Checklist: Arranging meetings
- Preparing a Meeting -

Item Task Details
1 Define the group of participants
2 Determine the venue and the meeting room
  • (internal or external)
3 Determine the topics to be discussed and draw up the Agenda
  • Time allowed for each topic
  • Beginning and end of the meeting
  • Plan in breaks
  • Don’t forget the item "Any other business"
4 Put together materials and the documents needed for the discussion
  • Explanations for the items
  • Overview of alternatives including their pros and cons
  • Suggestions
  • Summary of already existing opinions
5 Invitations Write invitations including the following points:
  • What is the meeting about?
  • Why will the topic be discussed (use, reason, purpose, aim)?
  • Where will the meeting take place?
  • When will the meeting be held? (If necessary, agree on the date by phone before sending off the written invitation)
  • Who will be invited?
6 Send the Agenda and the documents needed for the discussion
  • along with the invitation
7 Obtain a confirmation of attendance from the participants
8 Provide the necessary graphic and technical aids
  • Board/paper with various writing implements and cloth
  • Notebook/ projector (test them before the meeting) or OHP with spare bulb, transparencies and markers
  • Moderator’s case (check content for completeness before the meeting)
  • Microphone system (test before the meeting)
9 Arrange for catering
10 If required, make a seating plan
  • and have place cards printed
11 Define type of minutes
  • detailed minutes or discussion notes with results/ decisions, depending on purpose of the minutes
12 Appoint a keeper of the minutes


Project Management Checklist:
Preparing a Meeting
(free download)

By:  Andrea Kempter , IT Process Maps.