How to Create an Effective Meeting Agenda

Better Meetings

Seven strategies to design a better meeting

Once you know your “why” and have decided it’s a substantial reason to call a meeting, make your focus even more finite and identify if the purpose of addressing the objective is to inform, seek input for a decision, or receive help in making a decision. The angle will determine how you structure your agenda, and therefore your meeting. For example, if you wish to seek input for a decision, the meeting will likely include open discussion and collaboration activities to help generate ideas. If you are looking to receive help in coming to a decision, the meeting might also include time and process for a vote to reach a consensus among the group. Identify the critical topics and methods needed to address them.

It is common to underestimate the time required to address a topic and all that comes with it: answering questions, explaining and understanding varying points of view, creating possible solutions, and coming to a consensus after a discussion to make a thoughtful decision. Do the math and determine the appropriate amount of time necessary to address each topic adequately. A time frame also keeps attendees in check–when there is a limited amount of time, they must use it wisely by sticking to the topic, not oversharing, and making their responses concise. You may find those specific topics need more time than you have allotted once you’re in the meeting. If this should happen, adjust wisely as to accommodate for the need while also ensuring you do not run the meeting longer than scheduled. This may require you to cut time elsewhere as the meeting evolves.

It is imperative to schedule a time for debriefing at the end of the meeting. Taking time to summarize and reflect to the group what was discussed, the information generated, and the decision reached ensures everyone is on the same page and knows what to expect in the steps ahead. Part of debriefing is assigning appropriate people specific tasks to carry out once the meeting is over, duties that will allow forward momentum to continue and bring the decision made in the meeting to life.

Set clear deadlines for when these tasks need to be completed before the meeting is adjourned so that everyone knows what is expected of them, and steady and timely progress can be made.

It is also beneficial to hand out a physical copy of the agenda or display it on a projector or whiteboard from the start of the meeting. A visual reference present throughout the session helps to keep the group on task and schedule. It also serves as a reminder for attendees to know what is up next.

When you spend time to construct a thoughtful, detailed, and strategic agenda before your next meeting, you will significantly increase efficiency and overall success.

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