Team Meeting Checklist - Mike Cardus

A simple checklist for running good team meetings.

Transcript

1. Planning the
   Project Team
   Meeting
   • Note: Involving attendees
   in planning the meeting
   (including setting the
   agenda) can increase their
   commitment to making the
   meeting work.
   Be clear on the meeting objective or purpose.
   Ask for input on the agenda and make revisions as
   appropriate.
   Identify who should attend the meeting and whether
   they are available for the date you have in mind.
   Provide advance notice to attendees on these
   meeting aspects:
   Date, time and length
   Purpose
   Location
   Agenda
   Attendees
   How to prepare / what to bring
   Prepare the meeting room in advance:
   Enough seating
   Flip Chart
   Markers
   Masking Tape
   Mike Cardus :: www.MikeCardus.com 1
   

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2. Agenda
   Guidelines
   Include the intent or objective of the meeting
   Allocate time for introductions of attendees
   Set aside time to review and revise the
   agenda
   Put agenda items in order and allocate time
   to items
   Include action items from the last meeting
   that are to be agreed and discussed at this
   one; list items to which the team agreed and
   include who is responsible for each
   Allocate time for “asides” from last meeting
   as appropriate
   Include time for setting agenda and logistics
   for the next meeting
   Last agenda item should be evaluating the
   meeting
   Mike Cardus :: www.MikeCardus.com 2
   

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3. Checklist:
   Running the
   Project Team
   Meeting
   Post the agenda on a flipchart where participants can refer to it during the meeting.
   Use a flipchart to help keep the group focused and to create a single, agreed-upon record.
   Create an “asides or parking lot” list for discussion items that come up that are not on the
   agenda.
   Dispense with each agenda item in one of these ways:
   Reach a decision
   Delegate item for further study
   Put on next meeting agenda
   Take issue off agenda
   Keep a record of:
   Key points covered
   Decisions made
   Action items
   Persons responsible for each action item
   Completion date for actions
   Flipchart tips
   Use speaker’s own words
   Write legibly
   Summarize long ideas
   Number and post pages
   Evaluate the meeting, allowing attendees to
   Comment on the value of the meeting
   Suggest how the next meeting might be improved
   Mike Cardus :: www.MikeCardus.com 3
   

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4. Checklist:
   Following up After the Project Team Meeting
   Create and distribute a short written record that includes:
   Meeting date, purpose, attendees
   Key points covered
   Decisions made
   Action items
   Persons responsible for action items
   Completion date for actions
   Identify how to incorporate participant feedback on how to improve the next
   meeting … Then DO IT
   Mike Cardus :: www.MikeCardus.com 4
   

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5. 5
   Mike Cardus :: www.MikeCardus.com
   

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