Nobody likes to attend a meeting that goes on for no purpose. If you are in charge of writing the agenda, avoid this inconvenience by creating a clear agenda that establishes the topics that will be covered and the time that will be dedicated to each one. By creating a plan and sticking to it, you will accomplish much more and will not waste your colleagues valuable time.
Steps
Part 1 of 3: Make the Basic Plan
Step 1. Ask your colleagues for information
People will be more involved in the meeting if they can express their opinion on the agenda. Ask them for suggestions on what should be included, and try adding some of their recommendations to the agenda.
- You can send an email in advance or visit each person.
- Make sure to do it at least 6-7 days in advance so team members can contribute. Try to finish the agenda 3-4 days before the meeting.
Step 2. Set your main goals
There should be a definite purpose for the meeting, whether it be to make a decision, report, plan for the future, or report on progress. Otherwise, there would be no reason to meet.
There can be more than one goal in a meeting. For example, you may want to share some progress reports so you can make decisions for the future
Step 3. Focus on issues that affect more than one person
If an agenda item can be resolved by a 2-person meeting, exclude it. Use the valuable time in the meeting to solve problems where everyone needs to have a say.
- For example, if you must talk to someone about a new project, schedule a separate meeting to do so.
- If you use the valuable time in the meeting to discuss a problem that a few people can solve, others will feel like they are wasting their time. Also, scheduling meetings with many people is difficult, so you should make the most of the opportunity.
Step 4. Narrow the agenda items down to what you want to address
Organize the priorities for the meeting. You may not be able to cover every topic, so don't stray from what's most important.
- For example, if "project negotiation deadlines", "progress reports", "new projects" and "brainstorming" need to be covered, there may not be enough time for brainstorming during this meeting.
- You can schedule smaller meetings to address the items that you cannot include on the main agenda of the large meeting.
Step 5. Schedule the most important topics first
In general, when planning meetings, it is advisable to focus first on the most important issues. In this way, you ensure that all participants can comment on it when they are most attentive and least tired at the beginning of the meeting.
- For example, you may want to put decision making before progress reports (unless you need to listen to reports to make decisions).
- Also, if the meeting needs to end early or if some of the participants need to leave before the end, the most important topics will have already been covered.
Step 6. Plan the time each topic will take
Although you cannot know exactly how long it will take for each topic, you should have a general idea. Keep in mind how long the meeting will last and the number of topics that need to be covered. Try to allocate more time for the most important topics.
- For example, you can allocate 30 minutes for progress reports, 10 minutes to present opinions, and 10 minutes to vote on the new deadlines.
- If you do not set a time for each topic, the agenda cannot be carried out. Before the meeting, keep time in mind, as you may decide that it is not possible to cover everything expected in the allotted time.
- Take into account the number of attendees to determine the time intervals. If you have 15 people and 15 minutes to discuss a topic, it means that each person can speak for less than a minute. Even if not everyone speaks, it could be a limited time.
Part 2 of 3: Create the agenda
Step 1. First create a title for the agenda and the meeting
The title should tell the reader that the document is an agenda. In addition, you must introduce the topic of the meeting. When you've made your decision, place the title at the top of the blank document. Choose a straightforward and simple title.
- For example, the title could be "Agenda for July Meeting: New Project Ideas" or "Agenda for August 2019 Meeting: Increased Project Deadlines."
- Use a simple executive font like Times New Roman or Calibri.
Step 2. Set aside time in the meeting for greetings and greetings
In this part, attendees will be able to greet each other. It will also be a time for you or the other leaders to start the meeting and talk about the main topics that will be covered.
- You can also do an icebreaker activity if there are a lot of people who don't know each other.
- If the agenda is for a large meeting (such as a conference), perhaps the time required for this part will be significant. If it is a small meeting in the office, you can allow only a few minutes to this part.
- You can also leave a time at the beginning for changes in the agenda.
Step 3. Write the agenda items in the form of questions to stimulate the team members
If you put only a few words on the agenda, your colleagues could get confused. A question provides context and allows you to think about it in advance.
- For example, instead of writing "Project timelines," you could write "Can project timelines be extended to meet increasing demand?"
- If necessary, put a short description below the question.
Step 4. Write the estimated times next to each topic
Although you don't need to include times, it may help your attendees prepare. In this way, they can request more time if they need it, for example.
It also allows participants to reduce their comments if time is short
Step 5. Create a process for each topic
The process establishes how each agenda item will be addressed. For example, if we are talking about modifying project deadlines, each person should approach the issue from a different point in the process. If you establish a process, all participants will be on the same page.
For example, if the topic is "Can project timelines be extended to meet increasing demand?", The process could be "10 minutes to talk about current progress. 15 minutes to establish what is needed to increase productivity. 10 minutes to compare the pros and cons. 5 minutes to vote on whether the deadlines should be extended. "
Step 6. Determine who will lead each part of the agenda
Consider the person who will lead each part of the meeting. You should not surprise the person, but agree on it in advance and then write it down on the agenda.
If you will lead the entire meeting yourself, you can write it at the top
Step 7. Allot time for special guests
If you are inviting someone to the meeting to speak on important topics, you should allocate a fraction of the meeting time for them. List each guest only once on the agenda, even if they have more than one topic to talk about. This way, you can organize your topics as you see fit.
You'd better check in with the guests first to find out how much time each will need for their theme. In this way, you will avoid embarrassing conflicts regarding the agenda
Step 8. Leave a space for other matters
You should include this part at the end of the agenda so that you can ask the participants if there is something else that needs to be discussed in the meeting. This will also allow members to talk about something that they have previously forgotten.
- If you include this part in the agenda, attendees will know that they will be able to participate, even if the topic they want to discuss is not included in the agenda.
- You can also include a time for questions and answers in this section.
Part 3 of 3: Finalize the agenda
Step 1. Add the meeting details
Include the time, date, and location of the meeting. Also add the names of all the participants. This way, everyone will know in advance who they will be able to interact with during the meeting.
- It is also recommended that you include people who would normally attend but will not be able to be at this meeting. Make it clear that they will not attend.
- Include a map or directions if some of the attendees are unfamiliar with the area where the meeting will take place.
Step 2. Write down any previous tasks that need to be done for the meeting
Maybe your colleagues need to read something ahead of time or research some solutions. They may also need to think about certain problems.
Create this area at the bottom of the agenda. Make it bold or highlight it for participants to see
Step 3. Check the agenda for errors before distributing it
Some attendees may be heavily dependent on the agenda, so it is recommended that you correct any errors and check that it is complete before distributing it. This is not just a courtesy to participants, but also shows respect and positively reflects your attention to detail.
Step 4. Send the agenda 3 or 4 days before the meeting
Give your colleagues the agenda so they can see it and prepare. You should not send it too soon because it could be overlooked.
If it's a larger meeting like a conference, you may need to present the agenda several months in advance
Advice
- Try using a template included in the word processor. Many word processing programs (such as Microsoft Office, Pages for Mac, etc.) contain templates for creating many personal and professional documents, including meeting agendas. These templates allow you to create a professional document quickly and easily.
- If the company has a special form to create agendas, use that form as a template.
- Stick to the schedule, but be flexible. Keep an eye on the clock to make sure the agenda is being followed during the meeting. When you can, politely move the meeting forward by saying something like, "We must move on to the next topic if we want to finish on time."