A Good Sample Meeting Checklist: 5 Tips For Virtual Meetings

What are the best ways to utilize meetings? When holding meetings at home, a sample meeting checklist can be helpful. Working from home has its pros and cons, but individuals need to communicate regularly. Virtual meetings should be held to the same standards as office-based meetings.

For many people, meetings are not the best use of their time if not appropriately planned. If there’s no clear plan for taking action, it’s easy to get off-topic.


What are five things you should include in a virtual meeting?

For the remainder of this post, I will lay out a simple checklist to make virtual meetings work while you’re at home. 

  1. Don’t Kickoff Calls Right At The Top Of The Hour
  2. Begin Meetings On A Positive Note
  3. Make Sure Everyone Participates
  4. Stay Consistent With Regular Meetings
  5. Wrap-Up Meetings Using The “Peak-End Rule”
Sample meeting checklist: This post lays out five best tips to conducting virtual meetings.

Don’t kick off calls right at the top of the hour 

Sometimes when a meeting starts at the exact minute, not everyone is logged on or present for the session. It may be helpful to start on time, but you always have those latecomers popping in a couple of minutes late. 

Sample meeting checklist: It's never good to start things right at the top of the hour. When it comes to meetings, don't rush in right away.

Also, there are still going to be connectivity issues if people have problems with their internet. Slow connection or response times are a downside to having virtual meetings. 

So instead of kicking off at the top of the hour, aim to start five-ten minutes early once everybody is present.

How I go about with start times

For myself, I’m somebody who’s a stickler when starting on time. But not everybody has that kind of discipline, whether that’s at the office or at home meetings. 

Whenever I take part in webinars, I make sure to log on five-ten minutes earlier. This approach helps me make sure I don’t have any connectivity issues on my end. 

If I conducted virtual meetings or webinars, I would be kind to wait about five minutes for everybody to get online. Nothing will be perfect, but I’m reasonable enough to understand those issues.

Begin meetings on a positive note 

If you’re running the meeting, make sure to begin on a lighter, positive note. You can’t assume everybody will be in the same mood at the time. Ask a fun question, or talk about a win you accomplished within the past week. 

Starting on a positive note can serve two functions: 

  1. Broadening our perspective  
  2. Building social connections and features
Sample meeting checklist: It's always good to start meetings on a positive note. Make sure to get things on the right track.

These functions can help us develop innovative ideas and prepare us to solve challenges.

Apply the lit-match technique

As a coordinator, practice going around the virtual meeting and have each person give a quick response. It can be a funny story or a small win within the past week. 

To make it short, you can use something such as the lit-match technique. Think about not wanting to burn your fingers, so keep it quick and simple whenever possible.

Make sure everyone participates

One of the keys to productive meetings is getting full participation. Maybe not in all cases, but sessions are better when every participant engages and gets their say. 

If you’re leading the meeting, you shouldn’t have to do all the talking. Making sure to find that balance where people take turns will give coordinators less work. It can also save time if you need a break from talking as well.

Sample meeting checklist: It's important that everyone participates in a meeting. It shows they're contributing in a positive manner.
  • Best Tip: Use the “Peak-End” Rule in meetings

Meetings where I use to work

In a previous job I had, one of the managers implemented having everyone participate in the meetings. When I sat in one of those meetings, he made it clear that he wanted everyone to contribute to the meeting. 

He was like, “Everybody needs to contribute and say something at some point.” Not in the wrong way, but I think his goal was to challenge my coworkers and me to think creatively. It was the right way to start a good dialogue about solving severe problems.

Stay consistent with regular meetings

Like what people would do at the office, keep sessions a regular part of your work schedule; I know some people get confused if working from home means no meetings. 

If you need to communicate with coworkers and employees regularly, take advantage of the virtual meetings at home. Even if it’s for a half-hour weekly or every other week, keep on it so all teams can be on the same page.

Sample meeting checklist: It's good to stay consistent with your meetings. If it's on a regular basis, keep up with it.

For those accustomed to working in an office environment, it will take some time to get used to working at home. But if you can’t have your usual one-hour meetings at home, it’s ok to shorten them to a half-hour a week. Whatever works best for your team, make sure that everyone can get on the same board while staying on track.

Wrap up meetings on using the “peak-end rule”

Something I’ve never heard of until recently is a technique called the “peak-end rule.” Developed by economist Daniel Kahneman, people are more likely to remember and judge an experience by its “peak” and its end. 

Sample meeting checklist: Using the peak-end rule can help a lot in meetings. It's useful in ending meetings on a positive note.

You want to start a meeting positively, so you want to use the same rule for ending a session. You want your team to feel energetic and ready to move forward with their progress.

When wrapping up a virtual meeting, be sure to leave the last five-ten minutes to review any action items. Also, use that time to apply the lit-match technique. 

You can permit your team to give rapid responses. For instance, you can ask the following questions:

  • What is one thing you took away from this call?


  • What are you most excited about going forward?

Or, you can use that moment to recognize a team member for their contributions. Either way, you always want to wrap up a virtual meeting on a positive note.

A relevant article from notimekillers.com

Read next on “Time Management Tips For Working At Home: 5 Best Practices, to learn how to manage your time better while working from home.

Final Words

One of the best parts of virtual meetings is avoiding further isolation from the people we work with. Most of us can agree that communication and accountability are needed. 

Just because you work at home doesn’t mean you can’t have meetings at all. With the technology available today, it’s more accessible to do things at home, such as virtual meetings. 

If you can conduct virtual meetings properly, it can be similar to holding meetings at the office.

Your Turn: What are your thoughts on virtual meetings?

I would like to know your thoughts about virtual meetings. Do you currently work at home?

If so, do you regularly have virtual meetings with your team? Are there any challenges that come along with it?

Feel free to share your thoughts by leaving a comment below. I looking forward to reading your responses and I will get back to you promptly.

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Eric is a content writer and the site owner of notimekillers.com. He takes great pride in helping people manage their time and grow their businesses. Eric is a firm believer in time freedom, as he believes in taking ownership of time. 

“Time is your most important asset. It can be your best friend or worst enemy. How you use your time can shape the future you desire to have.” In his leisure time, Eric loves to write and read whenever possible. He enjoys going for long walks outdoors while doing in-home workout videos every week. You can follow Eric on LinkedIn.

Self Photo 2019: Here's a picture at a building in downtown Chicago.

6 thoughts on “A Good Sample Meeting Checklist: 5 Tips For Virtual Meetings”

  1. Hey!

    Alright.. I really couldn’t relate to this topic more. I work in retail, and even before COVID a lot of our meetings were phone conferences. However, we have recently moved over the Microsoft Teams platform and it has been great. 

    I could ‘t agree more about the consistency of the meetings. I do this with my team huddles as well. When everyone knows there is a meeting at ten, every day at ten, no matter what is going on, people just start to make it part of their day and when you decide not to have one people are actually upset lol! This creates a more consistent crowd, on-time and ready to go. 

    I have to push back at the “on-time” section. Just like you I am a bit of a stickler about being on-time and when my team logs on late I can’t help but be a little miffed. We have so much going on in our day and for someone to be late puts the rest of us behind.. why should we have to suffer because they are late? I say they should have to suffer because they were late.. anyway.. curious to know your thoughts? Should we make time for those that can’t log on ( like you said) a few minutes earlier and just make sure everything is working fine? Especially if we have the same meeting virtually every day? You’re much calmer than I am! Of course, things happen. 

    Yes, positive, opportunity, positive, opportunity… sandwich things.. don’t just make the meeting about bad bad bad.. people do this sooo often! I love this section.

    Really loved this article, thanks so much!

    Talk soon,


    • Hi Brooke,

      It’s great that we have more options to communicate virtually. I’ve used Microsoft Teams for a past work assignment, and I made the most out of it. It’s a nice solution to common workplace problems.

      Regarding your questions, both sides do not benefit when meetings don’t start on time. It’s very inconvenient when you run a meeting and some people log on late.

      But things do happen. Sometimes, people will show up late for good reasons. But if it becomes a common pattern, then that’s an issue.

      I think it’s a great idea for people to log on a few minutes early before the start of a meeting. I often did that to avoid any connectivity problems; but also, make sure that I’m always on time.

      But if it’s a pattern where people show up late to a meeting, then we need to address that. So having a simple conversation with someone who shows up late may help. The point is we don’t want it to become a bigger problem later on.

      I hope my answers helped you out. I wholeheartedly agree with you on your points. I appreciate you agree with the points I made earlier.

      Thank you very much for your insightful thoughts- it’s very much appreciated! It’s something for readers to think about on this issue.

  2. Such best five tips for virtual meetings! I would think that it still important, as it’s important for person to person meetings.

    Be consistent with your meetings and make sure everyone participates, and also still have the face of courage and make sure to be confident. 

    It’s okay if you mess up- at least it’s in a virtual meeting.

    • Hi Caleb,

      The approaches people conduct meetings should always be the same, regardless of in-person or virtually. What is different is virtual meetings can be a little more challenging. In that case, connection issues or internet outages might be a problem.

      Yes, consistency matters as it can make it easier down the road. Everyone participating can certainly make meetings more effective and productive. The same applies when conducting remote meetings.

      Virtual meetings will never be perfect. So if you do mess up the first time, you learned some good lessons. The more practice, the better you get at them.

      Thank you for your comment- it’s very much appreciated!

  3. I’ve never hosted a virtual meeting yet, but I know that day is soon coming, so this type of advice is very helpful. You covered some areas I hadn’t considered before but will now.  With COVID making the kind of impact it has on everybody’s lives, doing more virtual meetings and related gatherings are becoming more of a demand.  

    • Hi Millie,

      Even with virtual meetings more common, there are new things people can do to conduct better meetings. You’d be surprised to learn what else you can do better in a virtual meeting.

      I believe they are here to stay, and be one of those things where society accepts it as a normal procedure. So you’re right when it comes to more demand for these types of meetings.

      Thank you for sharing your insights- it’s much appreciated!


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