Write out the purpose of the meeting with actionable events in mind. e.g. “Provide an updated status, identifying risks and opportunities, and identify new action items.”
 Identify your attendee list but only keep those you can map to the actionable events listed in step 1. There is a difference between an attendee list and a communications distribution list.
 Create an agenda. Do not ever arrange a meeting without a written agenda. Your meeting will suffer scope creep in the worst possible way.
 Identify who will run the meeting and who will take notes. It should not be the same person.
 Ensure discussion points align to the agenda. If they don’t, recommend taking the topic to another forum.
 End the meeting by having the note taker read back the discussion points and the understood action items.
 Send out the meeting minutes within one to two days.