What Is a Meeting Charter?

A meeting charter is a structured document that outlines the key objectives and expectations for a meeting. It helps keep meetings productive, focused and aligned with the intended outcomes. The document acts as a guide for meeting members, clarifying everyone’s roles while ensuring that discussions follow set guidelines.

Purpose of a meeting charter

A meeting charter acts as a framework to guide the direction of a meeting. It outlines the planning, execution and follow-up practices, setting the groundwork for successful proceedings. 

By defining the objectives, roles, agenda and protocols, a meeting charter ensures that all members understand their duties and the aim of the meeting. It aligns everyone’s efforts towards a common goal, boosting meeting productivity.

Key components

• Meeting objectives: State the purpose of the meeting and the desired outcomes, helping participants understand the goals and what needs to be achieved.
• Scope and boundaries: Define which topics and activities fall within the meeting scope and which do not, essential for keeping discussions focused.
• Roles and responsibilities: Inform each member of their role and duties during the meeting (who leads the discussion, who presents the reports, etc.), allowing everyone to contribute effectively.   
• Agenda: Includes a detailed breakdown of the topics to be addressed, guiding the flow of the meeting.  
• Time management: Specifies time slots for each agenda item, reinforcing start and end times.
• Meeting procedures: Specify the rules and practices to be followed during the meeting, such as speaking time limits and decision-making criteria.
• Communication protocols: Establish guidelines on how members should communicate during the meeting, ensuring clear and respectful dialogue.
• Follow-up and accountability: Highlight the practices for documenting decisions, assigning action items and following up on them, ensuring execution of all responsibilities.

Benefits of chartering a meeting

Enhances meeting efficiency

When each member is aware of their role, responsibilities and the meeting etiquette to follow, discussions and decision-making processes become more organised.

Improves clarity and focus

Chartering a meeting establishes its purpose, goals and topics for discussion, ensuring all participants understand the objectives and remain focused throughout.

Boosts collaboration

Meeting charters set the ground rules for effective communication, improving participation and ensuring constructive discussions.  

Promotes time management

Establishing a well-structured agenda with specific time slots for each item helps manage meeting time effectively, maximising productivity.

Ensures accountability

Assigning action items and follow-up tasks to specific members ensures that all commitments are fulfilled, holding participants accountable for their duties.