Meeting Preparation Checklist
Structured preparation for productive meetings and conferences.
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Before the Meeting
Draw up & send the agenda
A clear agenda with time slots for all participants.
Invitations & room booking
Calendar invitation, room or video conference link.
Prepare documents
Make presentations, handouts and reports available.
Tech check
Test the projector, microphone, camera and screen sharing.
During the Meeting
Take minutes
Record key decisions and action items.
Time management
Keep agenda points within the time allowed.
After the Meeting
Send a summary
Minutes and action items to all participants.
Set follow-up dates
Schedule next steps and clarify responsibilities.