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Meeting template - To Do List for Meeting

To Do List for Meeting

Effective Meeting template is a 'to do list' for you to organize meetings 'on the highest level'. Use this Meeting Template to increase your public, private or business meeting productivity.

You can download this template in VIP Organizer or VIP Team To Do List database format. 53Kb


Effective Meeting Template

Before The Meeting

  • The meeting must be left with (a decision, commitment, ideas, consensus, etc.)
  • The ways to address each topic (discussion, brainstorming, planning, etc.)
  • People to be present at the meeting to accomplish objective.
  • The meeting be held in order to increase comfort and reduce influence.
  • Issues or topics of the meeting are clear to all in attendance.
  • Everyone knows what decisions or actions are to be taken.
  • Hidden agendas are dealt with.
  • Meeting's objectives are reasonable, given available time and resources.
  • The agenda is made clear by the meeting organizer.
  • Participants are told of the meeting sufficiently in advance.
  • All necessary materials are distributed sufficiently in advance to allow review.
  • The time of the meeting is convenient.
  • People are reminded in advance by card or phone of date, time, purpose of meeting.
  • Printed agenda is provided for each member.
  • Meeting room is reserved.
  • There is much time for set-up.
  • Additional space for your catered functions is reserved.
  • Move-out schedule once the meeting is complete.
At The Meeting
  • Arrive early enough to prep the meeting room and yourself.
  • Start the meeting on time.
  • Confirm that everyone received and understood the agenda and is prepared to work.
  • Introduce the first agenda topic and indicate the preferred way of addressing it.
  • Alert the meeting members when agenda items are within 2 to 5 minutes of their allotted time.
  • Use a concerns flipchart to capture unfinished business.
  • Summarize & confirm conclusions and commitments.
  • Thank participants.
  • Take notes.
After The Meeting
  • Complete a short, clear summary of the meeting.
  • Distribute the meeting summary to every participant.
  • Begin and complete all of the actions committed to during the meeting.
  • Follow up with any meeting participant who made a commitment.
  • Express thanks to any participants who added superior levels of value to your meeting.
  • Probe any participants who were unusually quiet or who expressed reservations with topics or outcomes.
  • Mail out notes or action lists as appropriate.
Material Resources
  • Meeting worksheets (action plans or barrier & solution worksheets)
  • List of members with phone numbers and addresses for any new members present
  • Name tags for large meetings of new groups
  • Overhead Projector, PowerPoint Projector
  • Directional signage
  • Laptop Computer
  • Flip Charts
  • Paper, Notepads, Pens
  • Board, Chalk/Markers
  • Parking stickers
  • Registration table, Head table, Table tents
  • Podium with microphone
  • Food and beverage requirements (breakfast, lunch, reception, dinner)
  • Coffee/refreshments for breaks
Human Resources
  • Recorder
  • Secretary of meeting
  • Meeting clerk
  • Support person

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Aug 7, 2013
VIP Quality Software today announced the general availability of CentriQS 2.0 version. With new reporting solution users can access and integrate information from all departments or business functions to present data in visually compelling formats without any additional software tools. Discover the new feature

Jul 1, 2013
VIP Quality Software team continues working on new versions of CentriQS, small business management software that features enterprise-level functionality for task management and database customization. What’s new for spring 2013

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