SteerCo’s Preparation Tips

SteerCo Meeting Preparation Checklist

Countdown Playbook

• 4 days before: Ask someone to review the meeting pack and attachments.
• 3 days before: Review the pack yourself and note two or three talking points per page. This helps presenters explain the material rather than simply read slides aloud.
• 2 days before: Publish the pack and any supporting content.
• 1 day before: Confirm attendance with quorum members and presenters. If someone cannot attend, ask them to identify an empowered deputy. Watch for additional invitees, as they may affect room capacity.
• 4 hours before: For in-person meetings, print the packs and attachments. Test your laptop, devices, and meeting-room screens, and arrange fixes for any technical problems.
• 3 hours before: Prepare a personal hard copy of the pack for notes.
• 2 hours before: Confirm that anyone assisting with the presentation or taking notes is still available.
• 1 hour before: Check that the meeting room is clean and ready.
• 5 minutes before: Set out packs near the door, bring spare pens, and provide water.
• 2 minutes before: Open the teleconference lines.
• 1 minute before: Start recording, then begin the meeting.

Metrics and Targets

No business performance KPIs are mentioned. The checklist specifies preparation lead times and a target of two or three discussion points per page.

Presenter/Source

Stuart Taylor