The document provides a checklist for improving meetings that includes preparations, the chairman's responsibilities, the secretary's duties, and expectations for participants. It outlines key steps for the meeting preparations such as ensuring the need is clear, the right people are attending, reserving a location, and sending timely invitations with necessary details. The chairman is responsible for leading the meeting according to the schedule, encouraging participation, keeping discussions on topic, summarizing points, and ensuring decisions are made. The secretary takes minutes, notes action items, and distributes the minutes in a timely manner. Participants should arrive on time, listen to understand others, avoid interrupting, ensure an open atmosphere, communicate clearly and concisely, and distribute any documentation.

1. APPENDIX A
MEETING IMPROVEMENTS CHECKLIST
Meeting Preparations
1. The need for the meeting is clear ______
2. Appropriate persons are attending ______
3. A meeting location was reserved ______
4. Needed material ordered and available ______
5. Meeting invitation sent out on time ______
6. The invitation contains the following:
- Purpose for the meeting ______
- Agenda points to be discussed ______
- Location of meeting ______
- Start and end time ______
- Preparations to be done by the participants ______
1

2. Chairman
1. Leads the meeting ______
2. Keeps to the schedule ______
3. Encourages participation ______
4. Allows participants to complete their communication ______
5. Ensures no straying from the subject ______
6. Summarizes meeting points ______
7. Ensures decisions are made (who? what? when?) ______
Secretary
1. Writes minutes ______
2. Notes “who?, what? and when?” for all actions ______
3. Distributes minutes within acceptable time ______
Participants
1. Always arrive on time _____
2. Listen and attempt to understand others _____
3. Do not interrupt _____
2

3. 4. Ensure an open and creative atmosphere _____
5. Communicate clearly, business-like and to the point _____
6. Distribute documentation _____
3

4. 4

5. 5

6. 5