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Mindful Meetings Checklist

29.01.21 10:31 AM By Lars Lin Villebaek

FIRST ASK YOURSELF:
‘IS THIS MEETING NECESSARY?’ 

Only call a meeting if:

You have a clear purpose/goal

Collaboration and open discussion are essential to achieving your goals

You need to discuss complex or sensitive information

If you answered 'No', STOP! 
Use social technologies, instant messaging, or a quick phone call with the right individual(s) instead.

BEFORE THE MEETING
  • Check your invite list: Is everyone there for a reason?
  • Create and share an agenda: Am I giving people what they need to come prepared?
  • Schedule the appropriate amount of time: Is my meeting the right length? Can it be shorter?
  • Get in the right mindset: Am I prepared, focused, and ready to be an engaged host/participant?
DURING THE MEETING
  • Start checking in with everyone: Greet everyone and set a positive tone; we do not know the challenges each other may be facing; find out if everyone is ready to start
  • Encourage participation: Am I actively facilitating the discussion toward the meeting goal/purpose?
  • Stick to the agenda: Am I steering off-topic conversations back on track? Manage participants who wants to change the agenda (suggest another call for other topics)
  • Run an inclusive meeting: Am I giving everyone a chance to participate equally?
AFTER THE MEETING
  • Send highlights, action items & recordings: Does everyone have the information they need to take action. Consider sharing the automatically generated chat files or the audio-to-text generated files.
  • Gather feedback/contributions: Did I hear from those who weren't at the meeting or didn't say much?
  • Evaluate & improve your meeting experience: Was my meeting effective, efficient, and useful?