A well-crafted meeting agenda is essential for every kind of gathering, from a discussion with a colleague to a large group gathering to discuss the goals of the organization and discuss issues. An effective meeting agenda keeps everyone involved in a productive and focused manner, while also improving the efficiency of each individual participant and the overall group.
Define the objectives of each agenda item. By defining each item’s objective participants will know what to expect and be able to alter their participation in accordance with the objectives. Clarity in the meeting’s objectives helps ensure that the meeting doesn’t depart from its initial purpose and is thus more likely to be successful.
For each goal, explain clearly how the desired outcome will be attained. You can specify the purpose of the goal, whether it is to gather information or make a choice, or to share information. It could also be a way to describe the method used to achieve the goal, such as seeking consensus or voting.
Include an estimated time for each agenda item. The inclusion of an estimated time allows participants to prepare for discussion and alter their participation accordingly. Leaders can also decide whether they require more time or if they can accomplish the goal in a shorter amount of time.
Include «parking lots» items on your agenda. A parking lot is an ideal place to record important ideas, conversations, or topics that are related to the subject at hand however, they are not necessary to be discussed during the meeting. This method prevents meetings from being derailed due to unrelated conversations. It can be particularly useful for virtual meetings.
