- Published
- 8 October 2026
- Last reviewed
- 8 October 2026
Write the intended outcome
Describe what should be different by the end of the meeting. The team may need a decision, an explanation or an agreed next action. Use that purpose to decide who should attend and what preparation is required.
A fictional project team needs to resolve a document review question. The organiser sends a short purpose statement, the question to decide and the approved location of the relevant draft. Participants can prepare instead of discovering the issue during the call.
Check access and materials
Confirm that invited people can use the approved meeting route and access the material they need. Give clear joining information and offer a way to report an access difficulty before the meeting starts.
Check the document link separately from the meeting invitation. Access to a meeting does not establish access to every file. Shared-document guidance explains one way to work together on a file; your organisation may use another approved arrangement.
Plan how contributions are handled
Decide who facilitates, who records decisions and how participants can raise a question. Ask about relevant access needs and share materials in time for people to use them. Do not assume everyone can read a small screen share.
The organiser can circulate an accessible document and point to the section under discussion. Agree whether recording is needed through the appropriate process. Do not start a recording merely because the meeting software provides a button.
Capture the next steps
Close by checking the decision, action owner and due date. Send the agreed record through the known team route and distinguish confirmed decisions from questions that still need an answer.
Download the PDF or Word checklist and use a fictional meeting. Mark checks that are complete, identify outstanding work and record the expected outcome. The checklist supports preparation; it does not replace the team’s meeting or information-handling policy.
Source and practice note
This is an original RDE practice exercise. The linked official guidance provides product context; the planning approach and fictional examples are RDE learning material. Follow your organisation’s approved tools and information-handling procedures.
Read the official product guidance
Cover image: AI-generated illustrative scene created specifically for this resource.
Download and complete the exercise
Download the editable Word document
Printable PDF and editable Word document. Version 2.0, 8 October 2026. Personal and internal organisational adaptation permitted with Jefferson Otonbara Imgbi author credit retained.