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Conducting Meetings Checklist
If you find yourself in a position where you need to organize
and conduct staff, committee,
or other meetings, hopefully the following
checklist and tips will be helpful!
Checklist for Conducting Meetings
___ 1. Schedule the meeting date
and time.
___ 2. Arrange an accessible meeting location:
___ Schedule the meeting in an accessible
building and room -
particularly if the meeting
is open to guests and the public.
___ Schedule a room in close proximity to an accessible
restroom whenever possible.
___ 3. Notify participants
of the scheduled meeting (date, time, and location).
___ 4. Arrange accommodations requested (if
that is the procedure):
___ interpreter
___ raised table ___ large-print
handouts
___ front seating ___ other: ___________________________
___ 5. Arrange equipment
needed:
___ overhead
projector ___
easel ___ slide projector
___ tape
recorder
___ screen ___ tv/vcr
___ other: _______________________________________
___ 6. Arrange refreshments,
if provided:
___ coffee ___ tea ___
juice ___ cookies ___ sandwiches
___ other: __________________________________________
___ 7. Make "reminder
calls" to participants two or three days before meeting.
(This often helps).
___ 1. Prepare agenda:
___ Write and make copies of a meeting agenda for
participants.
The agenda should list (in
order) the meeting activities
and/or topics that will be
covered. It's good to allocate a
time limit for each activity or
topic. When possible, send or
e-mail the agenda to participants in
advance to help them
prepare for the meeting.
___ 2. Prepare handouts:
___ Prepare handout or other materials for the
meeting.
___ Make copies for participants. (Make a few extras).
___ 3. Gather resources:
___ Collect materials you'll be using (or might need)
at the
meeting.
___ 1. Welcome and greet participants.
___ 2. Allow for personal introductions if
it's a new group, or there are new
participants.
___ 3. Honestly tell participants why
you wanted the meeting, if it's a special
meeting, for example.
___ 4. Let participants know what needs to be
accomplished.
___ 5. Distribute copies of the agenda.
___ 6. Stay focused; follow the agenda
as closely as possible.
___ 7. Facilitate discussions following
these pointers:
___ Stick to the agenda and time schedule.
___ Don't be afraid to cut people off in a polite and tactful way
if they go on and on about
a subject. Kindly redirect them
back to the agenda, or
redirect their attention to the task
at hand.
___ If people go off the subject, redirect them back to the topic.
___ Encourage full participation; don't allow one or two people
to monopolize the
discussion.
___ When disagreements arise, refocus the discussion on
results you want to
achieve.
___ Use humor as appropriate to:
___ break the ice
___ break tension
___ redirect the discussion
___ reframe the discussion
___ cool down a heated discussion
___ relax the group
___ build group cohesiveness
___ add fun!
___ 1. Summarize what was
accomplished.
___ 2. Schedule the next meeting, if
applicable.
___ 3. Review and remind participants of task
assignments, if applicable.
___ 4. Thank participants for coming!
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