Executive meetings can be high-stakes and a little nerve-racking, and your role in preparing for them is crucial. From creating agendas to ensuring follow-up actions are completed, flawless preparation can make all the difference in how smoothly the meeting runs. Here’s the ultimate checklist to ensure you’ve got everything covered from start to finish.
1. Understand the Purpose of the Meeting
Before diving into logistics, make sure you fully understand the meeting’s objectives. What are the key goals, decisions, or discussions that need to happen? Knowing this will help you structure the meeting and ensure everything aligns with the desired outcomes.
2. Create a Clear and Concise Agenda
If you take away anything from this, it’s to always create an agenda. Once you understand the purpose of the meeting, the next step is to craft a well-structured agenda that sets the flow. Keep it focused and to the point, outlining key topics, the order of discussion, and time estimates for each item. This ensures nothing gets overlooked and helps manage time efficiently. When discussions go off track or people start talking over each other, the agenda becomes your guide to keep everything moving forward smoothly.
Checklist for a great agenda:
- Meeting date, time, and location (or virtual meeting link)
- Key topics for discussion
- Time allocations for each topic
- Assigned presenters or discussion leaders
- Space for notes or action item
3. Distribute the Agenda in Advance
Distributing the agenda in advance allows attendees to prepare effectively, leading to a more productive meeting. Ensure everyone is aware of the goals, topics, and any materials they need to review beforehand. Additionally, consider printing out copies of the agenda to hand out as everyone takes their seats. This way, attendees have a tangible reference to keep the meeting on track.
When to send the agenda:
Ideally, distribute the agenda at least 24-48 hours in advance, or earlier if there are documents that require prior review.
4. Prepare Necessary Documents and Reports
Ensure that all necessary documents, reports, or presentation materials are ready and accessible to the attendees. Double-check that everything is up-to-date and relevant to the meeting’s agenda.
Things to consider:
- Are all reports finalized and accurate?
- Does the executive have the most recent data needed for key decisions?
- Are the documents easily accessible (printed or digitally organized)?
5. Set Up the Meeting Space
If the meeting is in person, arrive early to set up the room. Arrange the seating, prepare any necessary materials (like agendas and documents), and ensure that water or refreshments are available if needed. From my experience, I always make it a point to have at least water on hand—people tend to get thirsty!
For virtual meetings, check that all the links work and that the technology is functioning properly. Ensure participants know how to join the meeting and troubleshoot any technical issues beforehand. Trust me, you might not be IT, but if something goes wrong with the links, you’ll likely be the one held responsible. I always make it a priority to verify that the Zoom link and meeting room are open and working well in advance. Trying to sort this out while the meeting is already underway creates unnecessary pressure and is far from ideal!
Things to check:
- Seating and materials are ready.
- Tech (projectors, Zoom links, mics) is tested and functional.
- Attendees are reminded of any key information (such as parking or building access).
6. Take Detailed Notes During the Meeting
As the executive assistant, you’ll likely be tasked with taking meeting minutes. Focus on capturing key points, decisions made, and action items. Make sure to note who is responsible for each action and any deadlines.
Tips for effective note-taking:
- Don’t try to write down everything—stick to key points and decisions.
- Note any follow-up actions and assign names to each task.
- Record important questions or ideas that may need to be revisited later.
7. Follow-Up After the Meeting
After the meeting, send out a follow-up email with the minutes, action items, and any next steps. This ensures everyone is on the same page and knows their responsibilities.
What to include in the follow-up:
- A brief recap of the meeting’s key points.
- Action items with deadlines and assigned individuals.
- Any attachments, documents, or links discussed during the meeting.
8. Track Progress on Action Items
Once the meeting is over and follow-ups have been sent, it’s your job to ensure that action items are being completed. Set reminders for yourself and check in with the people responsible for each task to make sure deadlines are met.
How to keep track:
- Use a shared document or project management tool to monitor progress.
- Schedule check-ins before key deadlines.
- Keep your executive updated on the status of important follow-ups.
