Every type of meeting, from a private conversation with a colleague or an all-hands meeting to discuss goals of the organization and key issues, requires a well-planned agenda. A well-crafted agenda will keep everyone engaged and focused and increase the productivity of everyone in the group and for each participant.
Determine the purpose of each item on the agenda. By defining what the purpose of each item, attendees are aware of what they can expect from the meeting and modify their participation accordingly. Setting clear goals for meetings helps ensure that the meeting doesn’t get off-track, so it is more likely to be successful.
For each objective, state clearly how the desired outcome will be achieved. You can specify whether the objective is to gather information or to make a decision or to share information. It could also include a description of the process that will be used to accomplish the goal including seeking consensus or the possibility of a vote.
Give an estimated time for every item on the agenda. Including an estimated time enables participants to prepare for the discussion and alter their participation accordingly. Leaders can also determine if more time is required or if they could achieve the goal in a shorter amount of time.
Include “parking lot” items on the agenda. A parking lot is the perfect place to record ideas or conversations that are related to the subject being discussed, but not necessary to be discussed during the meeting. This keeps meetings from being interrupted due to unrelated conversations. It is particularly beneficial for virtual meetings.
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