Meeting Preparation Checklist
The before, during, and after routine for meetings that actually earn their calendar slot — agenda, materials, and follow-through.
Free — save your own editable copy, customize it, set reminders, and share it with others.
- Define the meeting's single goalIf you can't state it in one sentence, cancel or make it an email
- Decide: does this need a meeting at all?
- Write the agenda with time boxes
- Invite only the people who need to be thereEveryone else gets the notes
- Send the agenda with the inviteAt least a day ahead
- Attach pre-reading or data
- Book a room or set up the video link
- Assign a note-taker
- Prepare slides or demo, and test them
- Test screen share and audio 5 minutes early
- Start on time — don't recap for latecomers
- State the goal and agenda up front
- Park off-topic items in a parking lot
- Record decisions as they happen
- Assign owners and due dates to every action itemAn action without an owner is a wish
- End 5 minutes early with a recap
- Send notes and action items same day
- Add action items to the project tracker
- Schedule follow-ups only if needed
- Review: did this meeting earn its slot?Kill or shorten recurring meetings that stopped earning it
Free — save your own editable copy, customize it, set reminders, and share it with others.