In the workplace, every working second is precious. No time should go to waste so that all employees work productively. However, sparing some time is also required for a meeting, especially when there are many important things to discuss. A common meeting usually lasts within 30 minutes to 1 hour, and just like the working time, no second must go to waste. A good plan for ensuring a productive meeting happens is by setting up a meeting logistics checklist. This meeting checklist will guide you in saving time while ensuring the meetings spent will be worth it. Try making yours with the help of easy and editable checklist templates available.
What Is a Meeting Logistics Checklist?
Planned vs Spontaneous Meeting
Logitics meeting preparation checklist gives an impression that the coming assembly will be planned because the lists give ideas on what to observe and discuss. When in doubt with its performance, it is a smart move to compare what happens between planned to spontaneuous meetings. If an assembly gets planned, there is a higher chance to succeed because you receive guidance from the checklist on what to discuss first until the last part. A spontaneous one gives you freedom wherein you won’t be bothered by following any system. However, you might forget some essential points to discuss or that time may be wasted during the meeting. If you need higher confidence to succeed, then you make a checklist.
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5 Steps in Making a Meeting Logistics Checklist
While creating checklists is usually easy, you have to specify first how you want the outcome to become. For example, you might plan for an event checklist, workshop planning checklist, or anything you prefer. After you finalize on the uses of such checklists, it will be hassle-free of you to figure out how the plan turns out. You can always inspect from various formats like a checklist in PDF, Google Docs, and more as a test in knowing which example seems better for you to work with. With steps to learn, you will receive what it takes to form great checklists.
Step 1: Plan the Arrangements
While planning the things to discuss is expected in meetings, there are also arrangements to give attention. For example, you might need to prepare how many chairs for a conference ahead instead of using some of the time to arrange chairs during the meeting schedule. Maybe you need to present some videos, pictures, or data with computers, so setting up the systems ahead is essential until all technical things to use will work accordingly.
Step 2: List the Points to Discuss
Listing is the crucial part because you ensure no important topic gets missed during the assembly. Create a draft first on everything to talk about because everything you list there is editable later on. Without lists, you might encounter hardships in trying to remember specific factors worth tackling during assemblies. You no longer receive mental block or forgetfulness when the checklist is there to remind you anytime.
Step 3: Estimate in Dividing the Time
Staying on schedule is a big deal to avoid committing overtime or late sessions. For example, you may need to meet up for introducing new members to the team. Thus, you set up around 5-10 minutes for the introduction. Cases that may take long, like mentoring employees, will require a longer time for probably around 15-20 minutes. Estimations generally help in avoiding delays and dead air if there is almost nothing to discuss left during the remaining conference minutes.
Step 4: Arrange the List in a Sequence
Don’t put ideas all over the place like when there is almost no flow to the presentation. Most lists start with step one until the final step you take, so everything stays in order. Therefore, arranging is crucial in checklists. Don’t forget to conduct a meeting survey at the end as a review of how organized or productive the whole assembly is. You can make an assessment checklist for evaluating too for a smooth experience in surveying the effectiveness of meetings.
Step 5: Be Flexible
A backup plan for a plan is always essential. You observe readiness by preparing ahead on alternatives if certain parts don’t work as expected. Maybe there are some parts considered irrelevant, like when some people are absent, so you skip those and proceed with the backup plans. In providing backup, you never have to panic in following the checklist, thanks to additional ideas. You turn flexible by knowing how to adjust to situations where changes are necessary.
It should be clear by now that meetings planned with a checklist will implement a successful assembly. Success also depends on how well-thought-out the checklist was, which means you can’t just rush on such lists. Thinking about the success rate for meetings to set up will help you get ready for the real deal soon.