HTML Preview Meeting Preparation Checklist page number 1.
TEAM UDOT TOOL
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Meeting Preparation Checklist
INITIATE MEETING (2-3 WEEKS AHEAD IS IDEAL)
❏ Send GroupWise appointment with overview of purpose and desired outcome to:
• Key Attendees
❏ Schedule meeting room and any projectors or equipment
WEEK BEFORE
❏ Review purpose for meeting (confirm necessity)
❏ Send e-mail request for agenda items and materials for the meeting (attach previous minutes
with assignments)
❏ Prepare draft agenda (include previous minutes with task assignments and send to co-leads
if necessary)
TWO DAYS BEFORE
❏ Verify that the key players can attend the meeting
❏ Send draft agenda with meeting reminder to attendees
❏ Skim materials to review and understand key issues
❏ Confirm and prepare equipment and tools (laptop, flash-drive, projectors, flipcharts, etc.)
❏ Plan water/ refreshments if needed (keep in mind special dietary requirements)
DAY BEFORE
❏ Gather agenda, reports and reference materials
❏ Notify front desk/reception about the meeting (provide the names of external attendees)
Note: For any external attendees:
• Coordinate parking/security access for external attendees
• Email a map and directions to attendees
DAY OF MEETING
❏ Verify who’s declined the meeting and ensure key players are still attending
❏ Take spare copies of minutes, agenda and reference materials
❏ Half-hour before meeting ensure the room is in order (optimal layout, equipment working,
supplies, etc.)