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EXECUTIVE
MEETING
Essentials to help
ensure a memorable
and productive meeting
Make these 12 key decisions
when planning a successful
meeting, workshop or retreat.
strategicretreats.net
CHECKLIST
Specify the desired
outcomes.
1
What outcomes will cause
participants to agree that the
meeting was a success, and
well worth the investment of
time and money?
strategicretreats.net
Choose a facilitator.
2
Make a list of the skills and
experience you believe the right
person should have, including
an ability to build consensus
and to think strategically.
strategicretreats.net
Select a theme.
3
A theme helps set the tone for
meetings, and encourages
participants to think about
how they can contribute.
strategicretreats.net
Build an agenda.
4
The agenda is of primary
importance in achieving the
outcomes you have specified
for the meeting. When doing so,
it’s wise to factor in the nature
of your participant group.
strategicretreats.net
Make a list of
participants.
5
The answer to, “Who needs to
be there?” might seem obvious,
but it isn’t always. Be as
selective as possible, ensuring
that each attendee has a
legitimate role to play.
strategicretreats.net
Estimate the time.
6
How much time will be required
to achieve the desired outcomes?
Part of a day? A full day?
Two or three days? More?
strategicretreats.net
Decide what to
document & how.
7
Decide on the documentation
you’d like, and who it will be
handled by. An administrative
person, a participant, someone
recruited specifically for the
purpose, or the facilitator.
strategicretreats.net
Appoint a logistics
coordinator.
8
Designate someone to handle
the logistics – an executive or
an administrator depending on
your situation/expectations of
the role/task at hand.
strategicretreats.net
Select a location &
room configuration.
9
Will the meeting be held at
your offices? Offsite in a nearby
facility? Somewhere more
exotic? Consider things
like convenience, impact on
your participants and the
conversation, and cost.
strategicretreats.net
Assemble &
distribute briefing
materials.
10
Identify the materials you’d like
participants to review prior to
the session – an article, book
summary or extract, economic
forecast, environmental
assessment, or organization-
specific material.
strategicretreats.net
Identify research
requirements.
11
If research is required (for
example, a survey or key
informant interviews), make
sure it is spec’d, awarded and
completed in time to get
information into the hands
of participants.
strategicretreats.net
Plan the
intro remarks.
12
Ensure that participants are
welcomed, expectations
around outcomes are reviewed
as well as the ground rules.
A little time spent clarifying
these items upfront will pay
off in more of the right kind
of conversation.
strategicretreats.net
Executive Meeting Checklist

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Executive Meeting Checklist

  • 1. EXECUTIVE MEETING Essentials to help ensure a memorable and productive meeting Make these 12 key decisions when planning a successful meeting, workshop or retreat. strategicretreats.net CHECKLIST
  • 2. Specify the desired outcomes. 1 What outcomes will cause participants to agree that the meeting was a success, and well worth the investment of time and money? strategicretreats.net
  • 3. Choose a facilitator. 2 Make a list of the skills and experience you believe the right person should have, including an ability to build consensus and to think strategically. strategicretreats.net
  • 4. Select a theme. 3 A theme helps set the tone for meetings, and encourages participants to think about how they can contribute. strategicretreats.net
  • 5. Build an agenda. 4 The agenda is of primary importance in achieving the outcomes you have specified for the meeting. When doing so, it’s wise to factor in the nature of your participant group. strategicretreats.net
  • 6. Make a list of participants. 5 The answer to, “Who needs to be there?” might seem obvious, but it isn’t always. Be as selective as possible, ensuring that each attendee has a legitimate role to play. strategicretreats.net
  • 7. Estimate the time. 6 How much time will be required to achieve the desired outcomes? Part of a day? A full day? Two or three days? More? strategicretreats.net
  • 8. Decide what to document & how. 7 Decide on the documentation you’d like, and who it will be handled by. An administrative person, a participant, someone recruited specifically for the purpose, or the facilitator. strategicretreats.net
  • 9. Appoint a logistics coordinator. 8 Designate someone to handle the logistics – an executive or an administrator depending on your situation/expectations of the role/task at hand. strategicretreats.net
  • 10. Select a location & room configuration. 9 Will the meeting be held at your offices? Offsite in a nearby facility? Somewhere more exotic? Consider things like convenience, impact on your participants and the conversation, and cost. strategicretreats.net
  • 11. Assemble & distribute briefing materials. 10 Identify the materials you’d like participants to review prior to the session – an article, book summary or extract, economic forecast, environmental assessment, or organization- specific material. strategicretreats.net
  • 12. Identify research requirements. 11 If research is required (for example, a survey or key informant interviews), make sure it is spec’d, awarded and completed in time to get information into the hands of participants. strategicretreats.net
  • 13. Plan the intro remarks. 12 Ensure that participants are welcomed, expectations around outcomes are reviewed as well as the ground rules. A little time spent clarifying these items upfront will pay off in more of the right kind of conversation. strategicretreats.net