How to Create an Effective Meeting Agenda
We’ve all been to unproductive meetings which are a waste of time and money. No matter if it’s the wrong person in the room, or irrelevant discussions meeting time isn’t cheap. A meeting agenda that is efficient will help you reach the goal of the meeting and get closer to your company’s goals.
A well-organized and concise agenda for a meeting ensures everyone knows what will happen during the meeting and prepares participants for it. Include the following elements in your agenda for meetings to ensure it’s effective.
Determine the purpose of the meeting and write down the expected outcomes of the discussion. This will help you keep your focus on the most important topics and prevent unnecessary side-bars.
Determine what topics will be discussed for each item. This should include a brief description of the topic and the person who is responsible for addressing the subject. It will also indicate how much time will be allocated to the discussion. It is also helpful to include the location and time zone of the meeting, especially for teams with remote locations.
Take note of each item on the agenda as a question that must be answered by the group. (Example: “What steps do we need to take to rent equipment?” ?”). The act of phrasing each discussion item as a question will encourage discussion and help to clarify what’s expected during the meeting.
Create a plan to determine how you’d like each agenda item to be dealt with. This is one of the most overlooked meeting elements and can significantly increase the effectiveness of your meeting. A clear and concise process can help participants decide on the best way to approach a topic that could lead to off-topic discussions or even a complete meeting derailment. A process can allow attendees to adapt their remarks to fit the allotted time or to suggest that more time be allocated for a specific topic.