Meeting Checklist for Project Managers

Creating a productive meeting that keeps you in the driving seat is easy if you know the basics.

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1. Before the Meeting

[ ] Define the purpose: What specific outcomes do you want to achieve?
[ ] Create an agenda: Outline the topics to be discussed and allocate time for each. This ensures everyone is aware of the meeting's goals and keeps discussions on track. Send it around before-hand.
[ ] Invite the right people: Include only those who are essential for the meeting's purpose. Keep it lean and things will flow nicely.
[ ] Prepare materials: Gather any relevant documents needed for the discussion. This ensures that participants have the necessary information to contribute effectively.

[ ] Start on time and stick to the agenda: Show respect for everyone's time and maintain focus.
[ ] Encourage open communication: Create a safe space for everyone to share their thoughts and ideas.
[ ] Be an active listener: Pay attention to both verbal and non-verbal cues from participants. Watch for body language that might indicate stress or hesitation.
[ ] Guide the discussion: Keep the conversation flowing and ensure all key points are covered. Give everyone a voice.
[ ] Involve the team in decision-making: Explain the reasoning behind choices. When a decision is reached, stick to it unless new, more pressing information arises
[ ] Use numbers to demonstrate progress: Highlight completed milestones and use percentages to track progress on large tasks.

[ ] Summarise key takeaways and action items: Ensure everyone understands the next steps.
[ ] Distribute minutes or notes: Provide a record of the meeting's discussions and decisions.
[ ] Follow up on action items: Hold individuals accountable for completing assigned tasks. If issues arise, stay solution-focused and guide the team towards resolutions.