Meeting Preparation and Follow-up Optimization Template

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Streamline your meeting preparation and follow-up processes to ensure every meeting is efficient and productive. This template helps organize and prioritize tasks such as setting agendas, preparing materials, sending invitations, and following up on action items.

By using this template, Executive Assistants can enhance the effectiveness of meetings with stakeholders, partners, and internal teams, ensuring that every detail is accounted for and every meeting runs smoothly.

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Meeting Preparation and Follow-up Optimization for Priority Matrix

Meeting Preparation and Follow-up Optimization in Priority Matrix

Ensure smooth and productive meetings with optimized preparation and follow-up tasks.

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Proposed Tasks

Urgent and Important (Do First)

  • Arrange Meeting Room
    ☐ Book room ☐ Ensure necessary equipment is available ☐ Confirm room setup
  • Distribute Meeting Minutes
    ☐ Finalize minutes ☐ Send to attendees ☐ File a copy
  • Follow Up on Action Items
    ☐ Track completion of action items ☐ Send reminders if necessary
  • Prepare Meeting Materials
    ☐ Prepare slides ☐ Compile relevant documents ☐ Create handouts if necessary
  • Send Out Meeting Invitations
    ☐ Include agenda ☐ Attach meeting materials ☐ Set reminder
  • Send Reminder
    ☐ Send reminder to attendees ☐ Include any last-minute updates
  • Set Agenda for Next Meeting
    ☐ Identify key points ☐ Assign speakers ☐ Allocate time for each topic
  • Take Meeting Minutes
    ☐ Take detailed notes ☐ Record decisions and actions
  • Update Task List
    ☐ Update with new tasks from the meeting ☐ Update status of ongoing tasks

Important, but Not Urgent (Schedule)

  • Archive Meeting Materials
    ☐ Store materials in relevant folders ☐ Ensure easy access for future reference
  • Check Equipment
    ☐ Test AV equipment ☐ Ensure enough chairs and tables ☐ Arrange for technical assistance if necessary
  • Confirm Attendees
    ☐ Check responses ☐ Send reminders to those who haven't responded
  • Prepare Meeting Minutes Template
    ☐ Prepare template ☐ Assign note-taker
  • Review Feedback
    ☐ Gather feedback on meeting ☐ Make adjustments for future meetings
  • Update Calendar with Next Meeting Date
    ☐ Set date for next meeting ☐ Block time in calendar

Urgent, but Not Important (Delegate)

  • Clean Up Meeting Room
    ☐ Arrange for cleaning ☐ Ensure room is ready for next use
  • Order Refreshments
    ☐ Check dietary requirements ☐ Place order ☐ Confirm delivery time
  • Print Extra Copies of Materials
    ☐ Print extra copies ☐ Place in meeting room

Neither Urgent or Important (Eliminate)

  • Prepare Thank You Notes
    ☐ Write notes ☐ Send to attendees
  • Relax and Refresh
    ☐ Take a break after the meeting