Creating an agenda for your meetings can ensure they go smoothly, and remain within the selected timeframe so as to avoid exhaustion and potential disengagement. There are thousands of templates available to help you create effective agendas, but if you’re unsure what to include in your agenda, the template is all but useless. Here are some things to include in your next meeting agenda.
First and foremost, you need a list of objectives for your meeting. What do you want to discuss? What is your goal for the outcome of the meeting? Which items are more of a priority than others? These are all important questions to consider when writing an agenda.
The most important topics should always be addressed first in the meeting. These are the issues that need to be resolved ASAP, or simply carry much greater weight than the others. Place these at the top of the list, and any other minor issues can be addressed afterward.
You can assign objectives to certain attendees, or simply address each of them yourself during the meeting. Either way, you should have clearly defined objectives for every meeting to make the most of the time and ensure everyone remains engaged in the subject matter.
Yes, you should absolutely include timing in your meeting agenda. Without a good time template to work from, you end up with a meeting that never concludes, leaving everyone exhausted and uninterested after the first hour or so.
Allocate time to each objective you’ve included, and if there are any other speakers, be sure to allocate a specific amount of time to each of them. You should also include a small window of time at the end of the meeting for questions and comments.
Being efficient with time is also cost-efficient. Your meeting’s attendees are on the clock, and therefore every minute spent in a meeting is a minute they’re not spending at their position. Keep your meeting short and sweet so that your time investment isn’t wasted.
There’s nothing more inefficient than a meeting full of people that don’t actually need to be there. It’s important to draft a list of attendees for the meeting on your agenda, and then review it with the people on your list to see if the meeting’s agenda is relevant to them.
If you’re having a sales meeting, you probably don’t need someone from maintenance in attendance. There are even some issues that only require a select few people to be in attendance, so you can cut down on the list and save time.
You should ask yourself if the people you want to include have any expertise or knowledge on the subject you’re presenting before you actually send an invite. Is this person knowledgable in sales or policy? Do they have experience in generating leads?
By trimming down the attendance list, you’ll have less chatter in the meeting by people who don’t have any relevant experience, and so you can focus on getting to the heart of the issue. Maximize efficiency and time management by paying close attention to your guest list.
If you’ve never written an agenda before, you can use some of the various online templates provided by countless sites across the web. You’ll find templates, meeting agenda examples, and much more.
Where and when will your meeting take place? Do you need to book a conference room or meeting hall beforehand? Is there a cost associated with your large meeting? Are you providing any refreshments?
The logistics of your meetings should be taken into careful consideration. A meeting can become suddenly costly when you’ve left certain details unaccounted for. In addition, the wrong place for a meeting can have a serious effect on the tone and effectiveness of the meeting itself.
It’s important to send a copy of your finalized agenda to everyone who will be attending at least a few days before the meeting takes place. That way, the attendees can familiarize themselves with the material, and even give feedback that you can use to make important changes before the meeting takes place.
If you’re hosting a conference call, be sure everyone knows the correct number to dial or has the appropriate link for an online call. Confusion is counterproductive, so you’ll want to be sure everyone can easily access the call when the time comes.
If your meeting will discuss complex topics or requires presentations by any of the attendees, you’ll want to include the pre-meeting preparation in the agenda so everyone is aware and held accountable for their part in the presentation.
It’s important to give everyone adequate time to prepare their materials and be sure to explain in detail what you expect in their presentation. An unprepared presenter can lower the meeting’s effectiveness and even cause some in attendance to disengage.
Be sure everyone is prepared a few days ahead of time, and double check that they understand their role in the meeting. After the meeting, thank them for their time and effort and let them know how valuable they were to the presentation as a whole.
A meeting agenda serves as a template for the meeting itself, providing important details on who will attend, what will be discussed, and where the meeting will take place. When you use an agenda, you’ll find your meetings are much more organized and efficient, therefore increasing their effectiveness and the engagement of those in attendance.