Free Meeting Checklist
Work through 18 before/during/after steps, track progress, and export a PDF to share with your team. Your progress stays in this browser.
0 of 18 completed (0%)
- Example: “Decide the Q1 roadmap priorities and assign owners.”
- Could this be an async doc or a Loom? If yes, cancel the meeting.
- Facilitator (runs the meeting)
- Timekeeper (keeps agenda on track)
- Notetaker (logs decisions and actions)
- Invite contributors and decision-makers; make everyone else optional with a summary afterward.
- Intro and goals (2–3 min).
- Topic 1: context + options + decision (10–15 min).
- Topic 2: blockers/risks (10 min).
- Assign actions and next steps (5 min).
- Send 24–48 hours ahead with a clear ask: “Skim section 2; come with one concern and one proposal.”
- Confirm conferencing link, screen share, whiteboard access, recording if needed.
- What must be true to decide today?
- Start on time.
- Restate goal and agenda.
- Confirm roles and timeboxes.
- One conversation.
- Timeboxes.
- Format: camera enabled or not, questions during or after?
- Invite voices in order: facts, options, trade-offs, decision.
- Use round-robins for equal participation.
- Park tangents in a “parking lot.”
- Phrase: “Decision: We will X by Y date. Owner: Name.”
- Capture in a visible doc during the meeting.
- One owner per action, with a deadline and success measure.
- Create tasks immediately in your tool (Asana, Jira, etc.).
- Recap decisions and actions.
- Confirm comms plan: who needs to know and how they’ll hear.
- Validate next steps and whether a follow-up is needed.
- Decisions made.
- Action items (owner, due date).
- Risks/assumptions.
- Parking lot items with owners.
- Create or update tasks and link to meeting notes.
- Update the roadmap or calendar if dates changed.
- Keep everyone informed and give them an opportunity to share thoughts.
- If recurring, keep only if there’s a clear purpose; cancel or shorten if not.
- Send a micro feedback prompt: “Was this meeting worth the time? 1–5. One thing to improve?”
Why use a meeting checklist?
- Prevent missed prep steps that waste time once everyone is in the room.
- Keep facilitation consistent: goals, timeboxes, decisions, and clear owners.
- Reduce follow-up churn by sharing notes, actions, and decisions reliably.
- Give teams a lightweight, repeatable workflow that takes minutes, not hours.