executive meeting checklist

EXECUTIVEMEETING

Essentials to helpensure a memorable

and productive meeting

Make these 12 key decisionswhen planning a successfulmeeting, workshop or retreat.

strategicretreats.net

CHECKLIST

Specify the desiredoutcomes.

1

What outcomes will causeparticipants to agree that the

meeting was a success, andwell worth the investment of

time and money?


Choose a facilitator.

2

Make a list of the skills andexperience you believe the right

person should have, includingan ability to build consensus

and to think strategically.


Select a theme.

3

A theme helps set the tone formeetings, and encouragesparticipants to think about

how they can contribute.


Build an agenda.

4

The agenda is of primaryimportance in achieving the

outcomes you have specifiedfor the meeting. When doing so,

it’s wise to factor in the natureof your participant group.


Make a list of participants.

5

The answer to, “Who needs tobe there?” might seem obvious,

but it isn’t always. Be asselective as possible, ensuring

that each attendee has alegitimate role to play.


Estimate the time.

6

How much time will be requiredto achieve the desired outcomes?

Part of a day? A full day?Two or three days? More?


Decide what todocument & how.

7

Decide on the documentationyou’d like, and who it will be

handled by. An administrativeperson, a participant, someone

recruited specifically for thepurpose, or the facilitator.


Appoint a logisticscoordinator.

8

Designate someone to handlethe logistics – an executive or

an administrator depending onyour situation/expectations of

the role/task at hand.


Select a location &room configuration.

9Will the meeting be held at

your offices? Offsite in a nearbyfacility? Somewhere more

exotic? Consider thingslike convenience, impact on

your participants and theconversation, and cost.


Assemble &distribute briefing

materials.

10Identify the materials you’d like

participants to review prior tothe session – an article, book

summary or extract, economicforecast, environmental

assessment, or organization-specific material.


Identify researchrequirements.

11If research is required (for

example, a survey or keyinformant interviews), make

sure it is spec’d, awarded andcompleted in time to get

information into the handsof participants.


Plan theintro remarks.

12Ensure that participants are

welcomed, expectationsaround outcomes are reviewed

as well as the ground rules.A little time spent clarifyingthese items upfront will payoff in more of the right kind

of conversation.


executive meeting checklist

Leadership & Management