Checklist

Meeting Readiness & Pre-Read Checklist

Interactive checklist to ensure meetings are purposeful, participants are prepared, pre-reads are attached, agendas are timeboxed, and outcomes and follow-ups are clear.

Interactive Tool

Meeting Readiness & Pre-Read

Use this interactive pre-read to make meetings shorter, clearer, and outcome-focused. Complete this before sending the invite or distributing materials. Saved responses can be attached to the calendar invite and stored for team memory.

  • Do this first: State a one-sentence objective and expected outcomes. If you can’t, reconsider whether the meeting is necessary.
  • Required fields: Meeting title, Owner, Objective, Total duration, Timeboxed agenda, Decision criteria (if relevant), Follow-up owner.
  • Tip: Keep agendas timeboxed and list the owner for each agenda item to avoid status-update traps.
Short descriptive title used in the calendar invite.
Person responsible for purpose, agenda, and outcomes.
Who will run the meeting (may be same as owner).
Choose the primary purpose.
One-sentence summary of what success looks like.
What will be produced, decided, or resolved by the end.
List the criteria the group will use to decide (required when meeting type = Decision).
Who must attend for the meeting to be effective. Include optional attendees if helpful.
Use the smallest reasonable timebox. Prefer 30/45/60 minute blocks.
Example line: 'Roadmap decision — 20 — Alex'. Each item needs an owner and a timebox.
Attach files to the invite and include short guidance: what to read and what to prepare.
What attendees should do before the meeting (e.g., review doc, complete a short survey).
If 'No', consider an async update, smaller working group, or a shorter meeting.
Person responsible for ensuring decisions become action.
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