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Agenda means things to be done. It is usually sent along with the notice of the meeting. It is
a list of the topics to be discussed in a meeting.
Here are 7 guidelines to walk you through how to create an effective meeting agenda:
1) Create your meeting agenda 3 days in advance
Follow a process, whether it’s sent through email or printed and distributed, make sure
everyone on your team knows what to expect.
Sending it in advanced ensures that attendees have ample time to prepare or read through
any notes they will need before the meeting and raises flags if the objective doesn’t match
their expectations.
2) Start with the simple details
What time it should start? (end time is determined after agenda topics are set)
Who should be attending? (more on this in day 2)
The place or dial-in information for accessing the meeting
3) The Meeting Objective
Before you start writing an agenda what is the goal of this meeting?
If asked why you are meeting, the objective should answer this in no more than 2 sentences.
Once that goal is established, prioritize the list of topics from most important to least (to
ensure the most important pieces get accomplished).
4) Time Per Topic
Let the content dictate how long each topic should take. Don’t fall into the trap of over
scheduling time per topic.
ex: Introductions (2 minutes)
People tend to schedule time based on the automatic 30 minute time block in their default
calendar even if it could be done in 15 minutes or requires 45. Let the content dictate time,
not the software.
5) Keep the agenda to less than 5 topics
No one wants to spend 2 hours in a meeting. Long agendas seem daunting and often don’t
get read.
6) Include any other pertinent information for the meeting.
Ex: @Stephen will be taking meeting minutes.
Ex2: Please read attached document on weekly sales numbers prior to meeting.
7) What if someone sends an invite with no agenda?
Come up with a company policy to deal with agenda-less meetings.
A common solution is to decline any invites that don’t include the necessary information to
have a productive meeting.
Below is an example of a typical agenda with a clear purpose:
Sample Meeting Agenda Format for Dander Mifflin:
Objective: Determine projected sales goals for 2014.
Agenda:
1) Intro (2 minutes)
2) Review previous years sales metrics (10 minutes)
3) Review upcoming paper lead accounts (5 minutes)
4) Set targeted goals (5 minutes)
* Please review the attached doc with last years numbers prior to attending.
* Stephen will be taking notes to be sent out after meeting
Key Points
An agenda allows invitees to decide whether or not they need to attend.
An agenda acts as a reference so that attendees can prepare for the meeting.
An agenda provides a structure for the meeting.
An agenda gives the Chair a tool they can use to keep the meeting under control.
An agenda represents a standard by which the meeting can be judged a success or failure.