?How to Prepare an Effective Meeting Agenda
Steps for planning a meeting agenda
The steps to creating a productive meeting agenda are as follows
Establish the desired results first. What objectives does your group have for itself by the end of the meeting? Obtain them in written form. Think about whether there is a reason to meet if there is not a clear purpose stated
Determine how long the meeting will last. What kind of meeting time is needed for the meeting's purpose? From the two-day retreat to the five-minute daily check-in, different time frames serve different purposes. Align the duration with the requirements and the frequency of the group's meetings
Make a list of everything that will be discussed at the meeting. Identify the topics that need to be covered to accomplish the results. Think through what has to be done, and consider a logical order for discussing the topics or making decisions. Think about the data that the group requires to discuss a subject or arrive at an informed decision. A good agenda considers the following:
- What topics do we have to cover to accomplish our goal?
- What outcome(s) do we want for each topic?
- What information do we need?
- Who will make the decision(s)?
Set aside time for each topic. Considering the total time available, assign realistic time slots for each item. If a decision is not made during the meeting within the allotted time, make recommendations for the next course of action or forward the matter to the committee or the next meeting
Develop engagement strategies that touch on every subject. Different methods of discussion can be used to make the best use of the group for each topic. Be clear about expectations for involving participants to ensure that involvement builds trust and gets authentic action.
Check your mental state. Examine your schedule and then determine whether you can truly get the things you want to done "done" in the time you have available. If not, reduce the scope of the meeting or reschedule some of the topics.