Each type of meeting, from a one-on-one conversation with a teammate, to an all-hands meeting to discuss organizational goals and key issues, requires a carefully-crafted agenda. A well-planned agenda keeps everyone engaged in a constructive and focused manner, while also increasing the productivity of each participant and the entire group.
Define the objectives of each agenda item. By defining the goal of each item, participants are aware of what to expect from the meeting and alter their participation in line with the expectations. Clarity about the goals of meetings helps ensure that the meeting does not deviate from its original purpose and is more likely to be a success.
For each goal, you must state clearly how the desired outcome will be realized. This can include stating whether the goal is sharing information, gather input or to make a decision. It can also describe the process to be used in order to accomplish the purpose which could include establishing a consensus or a voting.
Include an estimated time for each agenda item. Including an estimated time enables attendees to prepare for the discussion and alter their participation accordingly. It also allows leaders to determine whether additional time is required, or if the goal can be accomplished in a shorter amount of time.
Include “parking lot” items on the agenda. Parking lot is used to record important discussions thoughts, ideas, and discussions that are relevant to the topic of the meeting but do not require to be discussed. This is especially beneficial for virtual meetings, because it stops meetings from getting diverted by unrelated conversations.
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