{"id":6325,"date":"2022-10-05T22:25:39","date_gmt":"2022-10-06T05:25:39","guid":{"rendered":"https:\/\/www.peerspace.com\/resources\/?p=6325"},"modified":"2024-08-21T10:07:24","modified_gmt":"2024-08-21T17:07:24","slug":"meeting-planning-checklist","status":"publish","type":"post","link":"https:\/\/www.peerspace.com\/resources\/meeting-planning-checklist\/","title":{"rendered":"The Ultimate Meeting Planning Checklist"},"content":{"rendered":"\n

Need a meeting planning checklist as you prepare for your next team meeting? At Peerspace<\/a>, we understand! Planning an engaging, productive meeting is significantly harder than it may sound to the average person. A big part of the difficulty with this process is the simple fact that planners must juggle so many different logistical factors. (Contrary to popular belief, it\u2019s not just choosing a great venue<\/a> and inviting a group of people.) There are so many<\/em> things, big and small, to remember. <\/p>\n\n\n\n

That\u2019s why it\u2019s crucial to go about planning meetings in an extremely methodical and well-organized way. Luckily, we\u2019ve provided you with a handy (and very thorough!) meeting planning checklist to make this whole thing a heck of a lot easier. Follow our guide to ensure that you don\u2019t forget any crucial steps and make your meeting a success.<\/p>\n\n\n\n

Here\u2019s our overview of the meeting planning process. <\/p>\n\n\n\n

1. Decide what the meeting is for<\/h2>\n\n\n\n
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Source: Peerspace<\/a><\/figcaption><\/figure>\n\n\n\n

You may have a general idea of the topic of your meeting. However, the first step to planning a meeting that\u2019s purposeful is ensuring that you have a clear focus. You want it to be specific and, preferably, action-oriented. You also don’t want to waste your attendees’ time. <\/p>\n\n\n\n

Your meeting topic should be something that is most effectively addressed at an in-person meeting. And that means not something that could be just as successfully dealt with by email. If you aren\u2019t able to identify a specific topic, now\u2019s the time to question whether the meeting is truly a necessity. <\/p>\n\n\n\n

After all, everyone is busy pretty much all the time, so your meeting will only involve true engagement by participants if it\u2019s happening for a good reason!<\/p>\n\n\n\n

Wondering what’s like an Airbnb for office space? We dive into that topic here!<\/a><\/em><\/strong><\/p>\n\n\n\n\n

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Book the perfect meeting space.<\/h2>\n\n \n \n

\n Peerspace makes it easy to book the perfect meeting space. Browse our location library and enjoy no-hassle bookings today. <\/p>\n\n \n \n Find meeting spaces<\/a>\n\n \n <\/div>\n

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2. Plan your meeting schedule<\/h2>\n\n\n\n
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Source: Peerspace<\/a><\/figcaption><\/figure>\n\n\n\n

Now that you know what topic you\u2019re focusing on, you can set an agenda for the meeting. In just about all cases, you\u2019ll need to include an introductory segment amd a concluding dialogue. In between, figure out what you\u2019ll be doing\/discussing and roughly how long. <\/p>\n\n\n\n

Our advice: whenever possible, err on the side of a shorter rather than longer meeting. Often meetings are longer than they need to be. Plus, at shorter meetings, participants can better concentrate on the issues at hand (and less tempted to zone out or read emails on their laptops). <\/p>\n\n\n\n

3. Figure out who\u2019s invited and \u2014 just as importantly \u2014 why<\/h2>\n\n\n\n
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Source: Peerspace<\/a><\/figcaption><\/figure>\n\n\n\n

You\u2019ve got a clear, focused topic and a general agenda. Now, next on the meeting planning checklist is answering: who will be in attendance? In addition, what will they be doing at the meeting? <\/p>\n\n\n\n

This is a good point at which to figure out who will take on any key tasks\/roles you think might help the flow of your gathering. <\/p>\n\n\n\n

The most basic categories of roles include: <\/p>\n\n\n\n