Creating a Quality Meeting Agenda

Despite being an essential part of organizing a meeting, it is still surprising how few actually attach an agenda. Some of this is a problem with software. Virtual meeting software such as Zoom or Google Meet don’t come with a clear in-built agenda attachment. Here’s what you need to know about this essential step in any meeting, particularly if you are aiming for regular 15 meetings ( read more on 15 minute meetings here).

Why create an agenda?

There are several reasons why you should create a meeting agenda:

Increases efficiency

An agenda helps to ensure that the meeting stays on track and covers all of the necessary topics, which can save time and increase efficiency.

Increases productivity

By having a clear outline of what needs to be discussed, attendees can come prepared and focus on the tasks at hand, which can increase productivity.

Increases accountability

An agenda can help to hold attendees accountable for following through on any tasks or action items that are assigned during the meeting.

Helps with follow-up

An agenda can serve as a reference for what was discussed and any decisions that were made during the meeting, which can be helpful for follow-up or future reference.

Increases transparency

Sharing an agenda in advance can increase transparency and ensure that all attendees know what to expect and can come prepared.

The important parts of an agenda

The best way to create an agenda for a meeting depends on the specific goals and needs of the meeting, as well as the preferences of the attendees. Here are a few steps you can follow to create an effective agenda:

Determine the purpose of the meeting

Start by identifying the purpose of the meeting and what you hope to accomplish. This will help you determine which items should be included on the agenda. It can also offer attendees a chance to speak up if they feel that they won’t be required.

Identify the topics to be covered

Consider what topics need to be discussed and in what order they should be addressed. For regular meetings, try to keep the order of the topics logical and consistent so everyone knows what to expect.

Invite input from attendees

Ask attendees for their input on what should be included. This can help ensure that the agenda covers all of the necessary topics and that attendees feel like their input is valued.

Set a timeline

Estimate how long each topic will take to discuss and allocate time accordingly. Make sure to leave some time for questions or discussion at the end.

Communicate the agenda

Share your document with attendees in advance so that they can come prepared and know what to expect. This should be shared at least one working day beforehand, if possible, to allow for feedback.

Review and adjust your agenda as needed

Make sure to review the agenda before the meeting to ensure that it is still relevant and that any necessary changes have been made. Be prepared to make adjustments as needed during the meeting if necessary.

Summary

Get in the habit of creating high-quality agendas before every meeting.

Originally published at https://hyperproductive.me on December 30, 2022.