{"id":8360,"date":"2022-08-08T13:35:14","date_gmt":"2022-08-08T13:35:14","guid":{"rendered":"https:\/\/adamchristing.com\/?p=8360"},"modified":"2023-02-22T15:40:03","modified_gmt":"2023-02-22T15:40:03","slug":"how-to-create-an-agenda-for-a-meeting","status":"publish","type":"post","link":"https:\/\/adamchristing.com\/blog\/how-to-create-an-agenda-for-a-meeting\/","title":{"rendered":"How To Create A Meeting Agenda That Will Set You Up For Success"},"content":{"rendered":"

The work week is busy, I know. It can be challenging to find time to actually prepare for your meetings.<\/span><\/p>\n

But investing time in writing a meeting agenda is worth it.<\/b><\/p>\n

Here’s how to write one that will keep you on track and make you look good:<\/span><\/p>\n

See Related:\u00a08 Helpful Ways to Measure Workplace Productivity<\/a><\/p>\n

What is a Meeting Agenda?<\/b><\/h2>\n

A meeting agenda is a simple written breakdown of the topics to be covered during a meeting<\/span>.<\/b> Meeting agendas help the meeting leader – or better yet, the master of ceremonies<\/a> – stay on track.<\/span><\/p>\n

Distributing the agenda before the meeting also helps team members prepare for the discussion topics. It helps everyone get on the same page and avoid unproductive meetings.<\/span><\/p>\n

Without further ado, here is how to write an effective meeting agenda:<\/b><\/p>\n

#1: Set Your Goal for the Meeting<\/b><\/h2>\n

The most important thing to know is <\/b>why you are having a meeting<\/i><\/b>.<\/b><\/h3>\n

It may sound silly, but it’s a question many people don’t consider! Why is this a meeting instead of an<\/span> email<\/span><\/a> or a quick phone call?<\/span><\/p>\n

Your meeting goal will help define your discussion items.<\/b><\/h3>\n

For example, your meeting goal may be to brainstorm a theme for the annual fundraising campaign. Therefore, agenda topics<\/a> will include things like: open brainstorming, voting on favorite ideas, and discussing final candidates.<\/span><\/p>\n

\"Person<\/span>Make meeting goals tangible.<\/b><\/h3>\n

Effective meeting agendas<\/a> are not vague. While there may be time for open discussion, <\/span>make sure you walk out having made real progress<\/b>. Clear next steps. Action items.<\/span><\/p>\n

What does a tangible goal look like?<\/b><\/h4>\n

This can look like finalizing which team members will lead which projects for the quarter. Choosing the<\/span> menu<\/span><\/a> for a new season at a restaurant. Setting the strategy for an upcoming marketing campaign.<\/span><\/p>\n

The entire team should leave the meeting understanding their next steps.<\/b><\/p>\n

#2: Structure Discussion Topics Based on Your Meeting Objectives<\/b><\/h2>\n

Let your meeting goals<\/a> indicate how you will structure the conversation as corporate emcee<\/a>, if you will. Some topics will involve into open discussion. Others will involve providing feedback. Still others will involve reporting out to the rest of the team.<\/span><\/p>\n

Break the team meeting into sections by topic.<\/b><\/h3>\n

Topics may be: budget, marketing, networking, brainstorming, feedback, etc.<\/span><\/p>\n

Ultimately, you can design your meeting agenda however you please. Just <\/span>make sure the topics you choose are in service of accomplishing your goals.<\/b><\/p>\n

\"Person<\/span>#3: Break Topics Down by Time<\/b><\/h2>\n

This is a very important piece of the puzzle! <\/span>Do not trust your<\/b> internal clock<\/b><\/a> when it comes to meetings.<\/b> People will get carried away in conversation and you will not cover all the topics you planned.<\/span><\/p>\n

Break down each section by how much time you will dedicate to it. Some topics may require only five or ten minutes. Others may take a half hour.<\/span><\/p>\n

What is important is that you set realistic time breakdowns.<\/b><\/h3>\n

Don’t wishfully assign ten minutes to a topic you know will garner forty minutes of discussion. You won’t feel rushed and will stay on track.<\/span><\/p>\n

Of course, timing out sections on the agenda is great. But what you really need to do is track<\/span> that time <\/b>during the meeting<\/i><\/b>. Set timers on your phone. Keep a strong eye on the clock. <\/span>A good meeting agenda helps you keep things moving.<\/b><\/p>\n

\"Person<\/span>#4: Let Meeting Participants Know What to Prepare<\/b><\/h2>\n

When you send a calendar invite to the team, send the agenda with it.<\/span><\/p>\n

Set clear expectations for each team member<\/b><\/h3>\n

Dedicate a section of your agenda<\/a> to <\/span>telling the team what to prepare<\/b>. This will help everyone participate effectively. They won’t be scrambling to find a file from six weeks ago or pull up an email.<\/span><\/p>\n

You told them what they would need to be successful, so they can have everything ready to go. <\/span>This lowers stress and increases productivity<\/b>.<\/span><\/p>\n

Ask team members to suggest agenda items<\/b><\/h3>\n

You don’t need to write a meeting agenda all by yourself. In fact, there may be topics you don’t think of that the team would like to discuss.<\/span><\/p>\n

So, seek input from your team!<\/b><\/h4>\n

If they want a discussion point added to the agenda, ask them to contact you. This practice ensures that everyone gets what they need from the meeting.<\/span><\/p>\n

\"Eight<\/span>#5: Consider the Content of the Previous Meeting<\/b><\/h2>\n

Maybe your team meets regularly. But maybe your last gathering to discuss this subject was months ago.<\/span><\/p>\n

Everyone is so busy! <\/span>It can be difficult to remember what was mentioned earlier at previous meetings.<\/b><\/p>\n

So, refer to your meeting notes.<\/b><\/h3>\n

And if you don’t already take meeting minutes or notes, start!<\/b> Keeping a record of what is discussed is vital. It helps you refer back to helpful ideas or conversations and is a life-saving tool if you ever have to work as an event emcee<\/a> too.\u00a0<\/span><\/p>\n

As you write a meeting agenda, look back on the minutes from the last relevant meeting. <\/span>It will help remind you where the team left off.<\/b> This is useful as you define the discussion topics for this meeting agenda.<\/span><\/p>\n

\"Person<\/span>#6: Distribute Pertinent Materials Before the Meeting<\/b><\/h2>\n

The entire team knows what you expect them to bring to the meeting. But <\/span>do they have everything they need from you?<\/b><\/p>\n

Consider any documents you have that the team does not.<\/b><\/h3>\n

If they will contribute to the team’s ability to participate in the discussion, go ahead and distribute them.<\/span><\/p>\n