This document provides an observation guide and checklist for evaluating team/department meetings. It includes sections to assess how the meeting is opened, how the leader facilitates the meeting, the quality of communication among members, how differences are handled, and an overall rating of the meeting process. The observer is asked to provide comments on strengths and areas for improvement.

1. Team/Department Meeting
Observation Guide
and Checklist
Team:____________ Auditor: (if different from leader)
Type of Meeting: Date:_______________
Information Sharing Leader:_____________
Problem Solving
Status on projects Stated Objective of the Meeting:
Cross Dept. Communication
Goal Setting
Other:_______________

2. Opening of the Meeting: Within the first five minutes is the...
Purpose or objective clearly stated and acknowledged by the group?
Agenda reviewed (i.e., process steps, time frames)?
Responsibility for meeting roles (i.e., scribe) clarified?
Comments about how our meetings are opened:
Leadership: The leader of the meeting:
Seems prepared
Presents ideas clearly
Solicits participation
Enforces ground rules
Keeps discussion focused and on track
Ensures that ideas and actions were captured
Calls for a decision when appropriate
Summarizes frequently
Transitions between agenda items
Clearly restates decisions & action items
Clearly states next steps
Comments about how are meetings are led:

3. Communication Among Members: As members interact they...
Are clear and direct in their communication
Speak directly to one another
Invite reactions to their ideas
Maintain eye contact
Ask one another questions
Build on one another’s ideas
Acknowledge one another’s ideas
Express support for others
Restate or paraphrase one another’s ideas
Exhibit respect for one another
Comments about the quality of interpersonal communication:
What helped or hindered effective communication?
Handling Differences Among Members: When members disagree they...
Acknowledge the differences of opinion
Explore the different views
Try to surface underlying needs and interests of the members in
conflict
Restrain from escalating behaviors (i.e., personal attacks, taking sides)
Engage in problem solving
Solicit other members’ ideas on the issue
Achieve a resolution or clear next steps to achieving one
Keep the discussion focused on the problem vs. blaming people
Maintain respect for one another
Comments about the handling of conflict: What helped or hindered
the resolution of differences?

4. Overall Meeting Process: Rate the following on a 1-5 scale.
Summary: Based on your observation of this team’s meetings...What are
the strengths that help make their meetings effective?
What recommendations could you make to the team for improving the
effectiveness of their meetings?
1 2 3 4 5
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1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
1 2 3 4 5
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1 2 3 4 5
Meeting start late
Members straggle in
Purpose and agenda are vague
Members have personal or
hidden agendas
Some participate, others don’t
A few people exert all the
influence
Discussions stray off track
Leader expected to make
meeting effective
Ideas are lost or ignored
Little or no summarization
Decisions are fuzzy
Action items are left unclear
Next steps are vague or unstated
No meeting critique
Meetings drag on
Meeting start on time
Members are present
Purpose, agenda, & roles are clear
Members are committed to
agenda
Involvement is high
Participation & influence are
balanced
Discussion focused and on track
Members help make meeting
effective
Ideas are captured
Discussion is summarized often
Decisions are tested for commitment
Action items are clearly stated
Next steps are clear
Members critique the meeting
Timetable is achieved