Meeting Preparation Template
A Simple Framework to Run Clearer, More Effective Meetings
By clearly defining the type of meeting, desired outcomes, roles, and ground rules, this template creates alignment before anyone joins the room or the call.
A simple framework to run clearer, more effective meetings
Too many meetings lack clarity on purpose, roles, and outcomes, which leads to wasted time and frustration. This meeting preparation template helps leaders and teams slow down before the meeting starts so conversations are intentional, focused, and productive.
Why This Template Matters
Meetings fail when expectations are unclear. When people do not know whether they are being informed, consulted, or asked to decide, confusion and disengagement follow. This template gives leaders a shared structure so meetings drive decisions and action instead of drift.
What’s Included
Meeting Type Clarity
Identify whether the meeting is designed to:
- Tell
- Sell
- Consult
- Co-create
This ensures participants understand how to show up and contribute.
Outcome and Role Definition
- Clearly state what the meeting is meant to achieve
- Define who is speaking, observing, or deciding
- Set simple ground rules to guide participation
Structured Agenda
- Agenda topics with assigned presenters
- Time blocks to keep discussion focused
- Space for questions, decisions, and next steps
Who This Is For
- HR leaders supporting better communication
- Managers looking to run more effective meetings
- Teams seeking clarity and accountability
- Organizations reducing meeting fatigue
The Outcome
With this template, meetings become clearer, shorter, and more effective. Teams leave aligned on decisions, responsibilities, and next steps instead of wondering what just happened.
Better meetings start before the meeting begins.
