Meeting Facilitation Checklist

Announcement / Reminders

• Date/time/day of week:
• Platform: [LINK]
• Timezones: UTC / [city1] / [city2]
• Agenda: collected from participants in advance
• Meeting materials:
• Reminders: 24h / 1h / 15min
• Backup platform:
• Backup text channel in case of technical failure
• Participant access verified: yes/no (VPN/blocks)

Roles

Role	Who
Facilitator (main)
Facilitator (backup, in case main drops)
Logkeeper

Before start (T-5 min)

• [ ] Hardware checked (mic/network/stream)
• [ ] Facilitator joined first
• [ ] 5–10 min off-topic for connection check

Start of meeting

• [ ] Hard stop — yes or no, if yes — time
• [ ] Recording consent explicitly obtained (especially for new/one-time participants)
• [ ] Communication rules announced, if needed
• [ ] Review of action items from previous meeting (if recurring)
• [ ] Key agenda points posted on interactive whiteboard (Jitsi Meet whiteboard) — for latecomers, no need to repeat verbally

Meeting type

• [ ] Standup
• [ ] Problem-solving / brainstorm
• [ ] Opinion gathering / discussion
• [ ] Lecture

Timing: total ___ min, per stage ___ min.

Topics

#	Topic	Start time	Outcome/commitment	Owner	Deadline
1

Wrap-up

• [ ] Recording: will it be posted? where? who has access?
• [ ] Whiteboard text collected
• [ ] Minutes: format (who did what/by when) — sent by: ___, deadline: ___