Meeting Readiness Checklist — Organizer & Participant

Use this checklist when scheduling or preparing for a meeting. Copy the relevant items into your invite and pre-work notes.

For the organizer (before the invite)

• Single-sentence purpose: Write a clear one-line purpose and desired outcome (e.g., "Decide between vendor A or B and assign next steps").
• Choose an agenda pattern: Pick a template (stand-up, decision, planning) and timebox each item.
• Name roles: Add facilitator, decision owner, and scribe to the invite.
• Attach pre-reads: Mark required vs optional materials and keep pre-read time under 10 minutes when possible.
• Pick a decision protocol: Add it to the invite so attendees arrive prepared.
• Limit attendees: Only invite those who must attend. Offer a brief summary to others afterwards.
• Prepare follow-up: Plan how actions will be recorded and tracked (who, what, when).

For participants (before attending)

• Read the pre-reads: Come ready with one question or one suggestion.
• Clarify your role: Will you contribute, decide, or be informed? Arrive prepared to play that part.
• Bring data, not opinions: If you disagree, bring evidence or a clear alternative recommendation.
• Time etiquette: Join on time, stay focused, and avoid side conversations.

Copy this checklist into your team's shared document and tweak it to your norms. Using the same checklist consistently trains people to prepare better and shortens meeting length.