Project Management Templates | Meeting Charter
1 | What is it all about
Too many of us are drowning in the number of meetings they are expected to attend. A Meeting Charter helps to synchronize on the purpose and expected outcome of any meeting. Those who join will understand more clearly in which way their participation is required and how they are expected to contribute to a successful meeting. Those who notice the purpose of a meeting is not relevant they might potentially excuse themselves from joining the meeting in the first place.
2 | How it adds value
First, a Meeting Charter clarifies what the meeting is all about and who needs to join. Even this seemingly trivial aspect can be quite challenging in reality: why do we even meeting and what do we expect as an outcome? Once this is clarified, the right people are to be invited – and are expected to join.
Based on the purpose and participants, the agenda is being created: the different pieces of the meeting are described and sequenced. Start and end times drives meeting discipline and effectiveness. And it reduces the number of meeting which exceed their time frame. In times of back-to-back meetings, finishing a meeting on time is more important than ever before.
During most meetings,
- decisions are made
- Information is being shared
- Tasks are agreed
A good Meeting Charter includes a section where Meeting Minutes can be captured. This includes recording of decisions, information and agreed tasks. This way, the outcome of the meeting gets locked and can be distributed to the meeting participants or a broader audience.
3 | What it looks like
A good Meeting Charter offers four sections:
- What the meeting is about and what shall be achieved
- When does the meeting take place and who needs to attend
- Meeting Agenda
- Meeting Minutes (Decisions, Information, Tasks)
4 | Tips and tricks
From our experience, these are the recommendations we would like to share with you:
- Distribute the agenda upfront to the invitees. This way they can check if their participation is really required or if other colleagues should join as well.
- Create a PDF version of the agenda and link / embed this file in the invite. This creates a ‘frozen version’ and allows to review content of meetings of the past.
- The one who leads the meeting takes the meeting minutes. This offers the chance to (de)-emphasize certain aspects discussed during a meeting.
- Take the meeting minutes during the meeting. Doing this builds a realistic snapshot of the discussion and overcomes “what was it exactly that has been discussed” situations
5 | Helpful links
- Harvard Business Review: Guide to Making Every Meeting Matter
