Executive Meeting Checklist
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Transcript of Executive Meeting Checklist
EXECUTIVEMEETING
Essentials to helpensure a memorable
and productive meeting
Make these 12 key decisionswhen planning a successfulmeeting, workshop or retreat.
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CHECKLIST
Specify the desiredoutcomes.
1
What outcomes will causeparticipants to agree that the
meeting was a success, andwell worth the investment of
time and money?
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Choose a facilitator.
2
Make a list of the skills andexperience you believe the right
person should have, includingan ability to build consensus
and to think strategically.
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Select a theme.
3
A theme helps set the tone formeetings, and encouragesparticipants to think about
how they can contribute.
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Build an agenda.
4
The agenda is of primaryimportance in achieving the
outcomes you have specifiedfor the meeting. When doing so,
it’s wise to factor in the natureof your participant group.
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Make a list of participants.
5
The answer to, “Who needs tobe there?” might seem obvious,
but it isn’t always. Be asselective as possible, ensuring
that each attendee has alegitimate role to play.
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Estimate the time.
6
How much time will be requiredto achieve the desired outcomes?
Part of a day? A full day?Two or three days? More?
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Decide what todocument & how.
7
Decide on the documentationyou’d like, and who it will be
handled by. An administrativeperson, a participant, someone
recruited specifically for thepurpose, or the facilitator.
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Appoint a logisticscoordinator.
8
Designate someone to handlethe logistics – an executive or
an administrator depending onyour situation/expectations of
the role/task at hand.
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Select a location &room configuration.
9Will the meeting be held at
your offices? Offsite in a nearbyfacility? Somewhere more
exotic? Consider thingslike convenience, impact on
your participants and theconversation, and cost.
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Assemble &distribute briefing
materials.
10Identify the materials you’d like
participants to review prior tothe session – an article, book
summary or extract, economicforecast, environmental
assessment, or organization-specific material.
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Identify researchrequirements.
11If research is required (for
example, a survey or keyinformant interviews), make
sure it is spec’d, awarded andcompleted in time to get
information into the handsof participants.
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Plan theintro remarks.
12Ensure that participants are
welcomed, expectationsaround outcomes are reviewed
as well as the ground rules.A little time spent clarifyingthese items upfront will payoff in more of the right kind
of conversation.
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