Project Management Checklist - Preparation of a Meeting

share this page

DE - ES - Project Management Checklist - Preparation of a Meeting

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

Download

Project Management Checklist: Preparing a Meeting (free download)

Checklist: Preparing a Meeting (.pdf)

By:  Andrea Kempter , IT Process Maps.