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	Meeting Planning Checklist
	By Ramona Creel

Feel free to use this tip sheet / checklist as you tackle your own ""do-it-yourself"" organizing projects. If you would like to REPRINT or DISTRIBUTE this information, please click here for reprinting instructions.

• determine if the costs of the meeting are justified by the objective
• add up salary, overhead, travel time, expense, and lost productivity
• multiply that by the number of attendees to determine the cost
• then ask why you are meeting -- what you hope to accomplish
• to disseminate information? brainstorm? make a decision?
• if the objective can be reached without a meeting, skip it
• take care of the issue via phone, email, or a memo instead
• ask if all the people on your list need to attend
• remove "dead weight" from the list (slows down the meeting)

• develop an agenda before the meeting
• agenda should explain why, when, where, who, and what
• ask participants to contribute important items to the agenda
• distribute to participants at least a week in advance
• ask attendees to review the agenda and prepare questions
• confirm with attendees the day prior to the meeting
• decide on the ground rules before starting and list them on a board
• includes attentive listening, not interrupting, being prepared, etc.

• designate a recorder (other than the leader) to keep minutes
• designate a timekeeper to keep everyone on track
• stick to the agenda and assign a time limit to each agenda item
• if discussion gets off course, don't be afraid to cut people off
• write down topics to be tabled for future discussion on a list
• schedule a separate meeting to discuss that issue, if necessary

• establish a firm start and ending time
• choose an odd time to begin -- 11:05 AM -- to improve punctuality
• schedule in advance to allow participants to plan their schedules
• schedule before lunch or quitting time to keep it short and focused
• choose an odd time -- 11:05 AM -- to catch people's attention
• reward those who arrive on time with a treat
• don't wait for latecomers unless they are critical to starting

• establish clear wrap-up procedures
• ask for a signal from the time keeper a few minutes before the end
• leader should reach a conclusion and summarize group's progress
• develop an action plan based on the meeting discussion
• assign follow-up items to specific members of the team
• set a deadline for reporting back
• ask for status reports prior to next meeting to include in agenda
• state the next meeting time, date, place, and adjourn

• question whether your attendance is necessary
• confirm the location and time the day before the meeting
• get directions, if necessary
• review the agenda and prepare any questions or concerns
• be on time and prepared
• stay focused on the discussion at hand so you can get out on time

 

Copyright 2000-2009 Ramona Creel -- you are welcome to reprint any article, but you MUST include this resource box and a link to www.RamonaCreel.com.

Ramona Creel is Professional Organizer, NAPO Golden Circle Member, and the original founder of OnlineOrganizing. A former Social Worker, she has always enjoyed helping people find the resources and solutions they need to improve their lives. Ramona now travels the country as a full-time RVer, sharing her story of simplicity with everyone she meets. She leads by example -- having worked for more than 10 years as a Professional Organizer, and having radically downsized and simplified her own life as a full-time RVer. Ramona now considers herself a "Renaissance Woman" -- bringing all of her passions together into one satisfying career. As a "Virtual Organizer", she can create a customized organizing plan for your home or office. As a "Simplicity and Accountability Coach ", Ramona provides a proven program for making every area of your life a little bit easier -- perfect for those who want to make the time and space to focus on their true priorities. As a Professional Photographer, Ramona captures powerful images of places and people as she travels. And as a freelance writer and blogger, she shares organizing techniques, travel tips, and social commentary with others. You can see all these sides of Ramona -- read her articles, browse through her photographs, and even hire her to help get your life in order -- at www.RamonaCreel.com. You can also follow her on Twitter, check out her  Facebook profile, and subscribe to her blog feeds.

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