We’ve all been part of those meetings that never seem to end. The discussion lacks focus and at the end of it, you’ve achieved nothing.
This is when meeting agendas come to the rescue. A meeting agenda is a valuable tool to structure a meeting and ensure the meeting is productive. It’s the best way to stay focused and achieve the desired results in the allotted time.
What Is A Meeting Agenda?
An agenda is a list of activities that are to be performed or completed in sequential order. A meeting agenda, on the other hand, is a list of topics or activities that should be covered in a meeting. The primary motivation behind preparing a meeting agenda is to set the tone and structure for the meeting. It further outlines the expectations of a meeting. Having an effective meeting agenda helps conduct meetings productively and constructively.
Preparing Agenda For A Meeting
While preparing the agenda for a meeting, you should schedule your priorities. Start by listing the items that you hope to achieve through your meeting. Agenda items commonly include:
1. Informational Items
These items help inform or update participants about a particular topic. Human resources updates on policies are examples of a meeting agenda that includes informational items.
2. Action Items
These are items you expect the participants to review in the meeting. Presenting a report to highlight your work milestones or preparing a list of goals for a new quarter are examples of a meeting agenda that includes action items.
3. Discussion Items
These items are presented when you want feedback from your audience. For example, you may want constructive feedback about a new business strategy that you just presented.
A meeting agenda also includes other items that may help ensure the meeting runs smoothly. You may include details like the time allotted to a presentation.
How To Write Meeting Agenda
Here are some tips that’ll help you prepare a productive meeting agenda for your next meeting:
1. Establish The Purpose
Establish the purpose when writing a meeting agenda or define the goals you wish to achieve. This can help you communicate the topics you want to cover better. It’s always a good idea to keep your goals achievable so that your meeting has a central focus.
2. Ask Your Audience For Input
If you want your participants to proactively engage in the meeting, you can frame your agenda after recognizing their expectations. You may reach out to them in advance. Ask for the topics they’d like to discuss or review. Once you identify the priorities, you can plan your agenda around it.
3. Estimate Your Timeframe
You may want to estimate the time it will take to take to address each topic or task at the meeting. Your meeting agenda can optimize time by distributing time clearly for different discussions.
4. End With A Review
Plan your meeting agenda in such a way that it leaves some space to accommodate a review from participants. This helps participants discuss the areas that need improvement and any necessary steps that should be taken after the meeting. You can use the feedback to plan your next meeting agenda better.
Agendas can be distributed well in advance of a meeting or shared at the beginning of a meeting. It ensures that everybody’s on the same page. Even virtual meetings can use an effective meeting agenda. Success comes from preparing! Harappa Education’s Writing Proficiently course can help you write your next meeting agenda clearly.
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