It’s likely that you have had a feeling of discomfort that appears when you don’t know why you’re at a meeting or what to anticipate. Meeting agendas must be an essential component of your meeting culture as unplanned meetings often give rise to that impression.
An efficient agenda keeps everyone on the same page, conveys the goal of the meeting and allows your team to prepare their agenda items.
With this blog, we’ll help you understand how to create an effective agenda for meeting that will optimize the benefits of your upcoming board meeting, one-on-one meeting or corporate gathering.
What is the meeting agenda?
A meeting agenda is a formal plan or outline that specifies the subjects, goals and schedule of discussion for a given meeting. It acts as a blueprint for what will be discussed and the desired results, helping to keep the meeting on topic well-organized and productive.
How to write an agenda for a meeting?
Whether you have a short one-hour meeting or one that lasts several hours, you can use these steps to help you write an agenda:
Identify the meeting’s goal
Define a clear and realistic goal to ensure the meeting’s purpose is understood and activities align with objectives. For example, aim to approve the monthly advertising budget rather than broadly reducing total spending.
Seek participant input
Engage attendees by gathering all the feedback and suggestions beforehand. Review and select relevant topics to address your needs and ensure involvement.
Prepare key questions
List discussion points as questions to clarify each agenda item’s objective and encourage meaningful conversation, ensuring all necessary data is obtained.
Set goals for each task
Assign specific goals to each task, such as providing information, seeking feedback, or making decisions. This helps participants understand their roles and the meeting’s flow.
Allocate time for each task
Estimate and allocate time for each agenda item, prioritizing important topics and optimizing the schedule to cover all points efficiently.
Attach relevant documents
Include related documents in the agenda to provide context, save participants time and streamline the meeting.
Assign topic leaders
Designate leaders or team members to lead each topic, ensuring everyone is prepared and the meeting remains productive.
End with a review
Conclude with a review of decisions made and information discussed. Assess what went well and identify areas for improvement to enhance future meetings.
You may also like: Performance Management System: A Brief Overview
Advantages of writing a meeting agenda
The following are some of the main benefits of creating an agenda for meeting:
- By providing advance notice of the agenda, attendees can adequately prepare to discuss the topics on it.
- Making decisions quickly is facilitated by having an agenda for meeting.
- By creating an agenda, you can ensure that the topics you wish to address are covered at the meeting.
- Agendas for meetings help to save time by preventing ineffective conversations.
- An agenda facilitates meeting minutes and resolutions.
- Members of the meeting can have a pre-meeting informal discussion on their ideas and opinions by creating an agenda.
Things to include in a meeting agenda
Some of the most important items you can include in your meeting agenda are:
- Meeting Schedule: Detail the meeting time, date, and venue, and list the names of all attendees.
- Title: Provide clear titles for each agenda item to help participants easily identify the topics.
- Objective: State the meeting’s objective to remind attendees of its purpose and goals.
- Overview: List all subjects or activities to be discussed, assigning time limits to ensure all important topics are covered.
- Housekeeping: Include a welcome note, introductions, and any apologies for absences.
- Informational items: Share any new information with the group that is relevant to the meeting.
- To-do items: List actions that need to be taken during or after the meeting.
- Discussion topics: Highlight issues that require team input and discussion.
- Call to action: Conclude with a call to action to mark the beginning and end of the meeting.
Examples of meeting agenda
While creating an agenda you must know the type of meeting that is going to be held, how things are organized and how complicated the topic can be. All these parameters will affect the details covered in your agenda for meetings. In simple words, every meeting such as your weekly team meeting or the 1:1 meeting has a different agenda accordingly.
But no matter what kind of meeting it is, the agenda should be clear-cut, succinct, and provide ample time for productive debate and idea generation. Here’s an example of an agenda:
July 9th Content Strategy Meeting Agenda
Project Name: Content Marketing
Purpose: Onboard all your team members and discuss content marketing strategy.
Kickoff date: 9th July
Project manager: Albert
Participants: Eric Sinclair, Miles Archer, Irene Green, Nicol Lessing, and Michael Tomovich
Meeting agenda:
Introduction (3 minutes) – Albert
Strategy presentation (10 minutes) – Albert and Eric
- Goals and KPIs
Project plan presentation (5 minutes) – Eric
- Timeline
- Deliverables
- Reports
Scope overview (5 minutes) – Eric
- Budget
- Action items
- Deliverables
Analytics and tracking (3 minutes) – Michael
Roles and responsibilities (5 minutes) – Albert
Q&A (15 minutes)
Attached files:
- Strategy presentation
- Project plan
- Campaign brief
How Team GPS helps you set an effective agenda for 1:1 meetings
Team GPS provides an intuitive platform to craft effective meeting agendas that help you prevent ineffective conversations. You can:
- Prepare collaborative agendas to make your meetings more productive and effective.
- Use templates to ensure uniformity across your MSP.
- Close agendas after the meeting to maintain data integrity.
- Send an email summary to you and your team members to ensure accountability and openness.
- And do much more.
Schedule a meeting with us to see how it all works.
