Meeting Checklist: ___There is a written agenda which everyone had received a copy of in advance ___Copies of the agenda available for everyone or there is a large piece of newsprint in the front of the room with the agenda written on it ___People feel welcome and valued. Remember to not open the meeting by saying "Where is everybody?" but instead, thank those who did give up their time to participate ___The routine reports are kept brief. Remember to have them written up and sent to members before the meeting ___Prime time is given to planning further action on important issues and/or projects ___You have made time for announcements, special requests, etc., for the end of the meeting ___The meeting is focused on real problems rather than being a gripe session ___The meeting begins and end on time (so members with family and other responsibilities can plan their time) ___Each member of the group is treated with respect, despite differences in viewpoint, age, experience, sex, race, income and formal education ___You have assigned responsibilities for each decision made ___You have set plans and a tentative agenda for the next meeting ___You have gotten feedback about the meeting ___People stay around and talk after the meeting Writing Minutes of the Meeting: ___Include when the meeting took place (Date & Time) ___Include the participants' names and titles ___Discuss each agenda topic covered briefly ___State the issues brought up ___What ideas were offered and who offered them? ___What solutions were agreed upon? ___What assignments were made and to whom? ___What deadlines were stated? ___What follow-up actions will be taken after the meeting? Who is responsible? Evalute the Meeting (Leaders): ___Prepare thoroughly ___State the purpose and goals of the meeting ___Circulate an agenda in advance of the meeting ___Invite the people needed to accomplish the goals ___Did you use pre-meeting discussions to ensure participants were prepared? ___Confront the issues ___Lead the group through the issues ___Take a stand on tough issues ___Seek definition of the solution ___Bring the meeting to the point of decision ___Ensure that assignments are made and deadlines set ___Perform the way you wanted to ___Establish and adhere to participation guidelines ___Be firm and assertive, yet, at the same time, fair to all participants ___Encourage others to speak out and state their new ideas ___ You are open minded to the possibilities when new ideas are expressed ___Adhere to the start and stop times ___Follow-up your leadership ___Confirm assignments and deadlines by memo ___Confirm assignments with the individuals supervisor if the individual is outside your reporting chain ___Distribute minutes of the meeting within 48 hours ___Acknowledge help and significant contributions by others ___Identify ways to improve your leadership next time Evaluate the Meeting (Participants): ___Prepare thoroughly ___Know the purpose and goals of the meeting ___Obtain an agenda in advance of the meeting ___Determine what is applicable to your position and department ___Formulate a position on each agenda topic ___Develop a rationale for your position, addressing the pros and cons ___Develop a compromise ___Confront the issues ___Speak out and state your position when the opportunity presents itself ___Support your position with facts ___Employ tact ___Include the input of others when warranted ___Perform the way you want to ___Help the leader achieve the meeting's purpose ___Be an active listener and speaker ___Volunteer for assignments ___Speak briefly when making your points ___Contribute your ideas in response to presentations of others ___Clarify the assignments & deadlines for which you are responsible ___Follow-up your participation ___Begin immediately on your assigned task ___Meet with other participants to follow-up discussions as needed ___Acknowledge help provided by others ___Identify ways to help improve your participation next time