One of the best ways to run an effective meeting is to prepare a meeting agenda.
An agenda sets clear expectations for what needs to occur before and during a meeting.
It helps attendees prepare, keeps everyone focused on the right topics, and clarifies meeting expectations and goals.
A well-designed agenda also increases the group’s ability to effectively address problems and prevents wasting time.
In this video you will draft a template for a meeting agenda.
A template saves you time -- especially when you continue to use it for subsequent meetings.
It keeps your notes structured from meeting to meeting, so anyone who is absent can easily catch up.
A meeting agenda can be structured a number of different ways.
Before you begin, consider the type of meeting you will have and your goals for the attendees.
Depending on the purpose, meetings can be held yearly, monthly, bi-monthly, weekly, or even daily.
They can be formal or informal, have only two or three group members, or have hundreds of attendees.
The example in this activity is just a guide.
Delete or add sections to suit your own needs or goals.
Start by listing the Meeting Title and Purpose.
The meeting title describes the type of meeting, such as a staff meeting, book club, or weekly check-in.
The purpose of your meeting might be to make a decision, plan an event, propose an idea, or something else.
The purpose can also change from meeting to meeting, so it’s important to clarify it each time.
Next, list the meeting logistics.
Logistics are important because they inform everyone invited when and where the meeting will be and who is attending.
Logistics include the date, the time, location, and attendees.
Now, create the agenda, which will list the discussion topics and the order in which they will be addressed.
This allows attendees to prepare for the discussion.
For recurring meetings, it’s useful to include a section for anything that wasn’t resolved at the last meeting.
Next, add a section for current topics, ideas, or business you want to discuss.
Add space to take notes for each item.
Include a section for Action Items, which are assignments and responsibilities for individual attendees to carry out at a later time.
These will be discussed and decided on during the meeting.
Finally, add a Next Meeting section, where you’ll record the date of the next meeting, the purpose, and any other notes to consider.
Once you type a list of sections for your agenda template and include space for items to discuss and notes, move on to the next video, where you will format your template with headings, bullets, font styles, and colors.
Now, it’s your turn: list the following sections in your document: Meeting Title and Purpose; Meeting Logistics, Unfinished and New Business, Notes, Action Items, and Next Meeting Information.
1. Introduction to Plan Effective Meetings
2. Draft Your Agenda Template
3. Format Your Agenda Template
4. Finish Formatting Your Agenda Template
5. Plan Your Meeting
6. Share Your Agenda and Conduct Your Meeting
7. Plan Effective Meetings Wrap-Up
9. Extensions: Plan Effective Meetings