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Meeting Leader's Checklist
by Lou Raye Nichol

 
Initial Setup
 
  • Determine need for and aim of the team.
  • Secure corporate sponsor(s). (Who in the management wants this to happen?)
  • Select members:
    • Determine departments and functions that need to be represented.
    • Set maximum number of members (5-10 are optimum)
    • Locate and recruit members who have the necessary information and skills
First Meetings(s)
 

Objective: Team Building and Establishing Working Ground Rules

Before the Meeting

 
  • Locate room
  • Notify members -time, place, objective, agenda.
  • Set up room - seating and table space, flip chart, refreshment
  During the Meeting:
 
  • Provide for introductions and/or some warm up activity.
  • Check for agreement with or amendments to team aims.
  • Review membership to insure that it represents the needed skills and information.
  • Develop working ground rules with the group for the team's meetings. (see ground rules)
  • Develop plans with the group about what is done when ground rules are broken.
  • Evaluate meeting
Regular Meetings
 

Before the Meetings

 
  • Reserve a suitable room
  • Notify members of time, place objectives.
  • Call for agenda items along with their allotted time.
  • Set up room: Seating and table arrangement, flip chart and refreshments.
  • Prepare agenda and other necessary papers
 

During the Meeting:

 
  • Check for agreement with meeting objective.
  • Delegate leadership (timekeeping, flip chart) and record keeping functions.
  • Review agenda and call for AOB items and time needed.
  • Proceed through agenda. (See negotiating time)
  • Check to insure that decisions are clearly made and understood by members.
  • Make clear action assignments with deadlines.
  • Evaluate meeting and record on flip chart.
 

After the Meetings

 
  • Get minutes to members with reminders about work assignments
Meeting in which a Member Leaves
 
  • Set time on the agenda for handover items.
  • Set time for goodbyes and appreciations.

© 1996 All rights reserved. You may copy or distribute this article in its entirety with this copyright notice and full information about contacting the authors. Lou Raye Nichol is a professional coach living in Raleigh, North Carolina. Her telephone is 919-303-5848