Inspire Better Meetings with This Simple Agenda Template
Posted by on May 11, 2020 7:42 am
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You’ve probably heard the saying, “A bad plan is better than no plan,” and we certainly find that true when it comes to meetings. Having at least a preliminary outline is a great way to keep meetings shorter, more focused, and to stop wasting time. The key to planning smarter meetings is concise meeting agenda that sets expectations. To make it even easier, we’re providing you with a template that is sure to make your next meeting more productive.
An Outline Enables Effective Meetings
Having a clear outline is much different than writing a “to do” list. Rather than focusing on delegating tasks, the outline aims to answer the overarching question for the entire team: Who does what by when?
What’s the purpose?
This should not be long; just one or two sentences explain the overall objective, the topics to be discussed, and how it relates to the attendees. Given the chance to digest this information ahead of time, attendees will have had time to think about it which will help guide the conversation, so participants are not attending meetings blindly.
What are the top questions?
Frame meeting objectives as questions. For example:
- What steps are needed to replace our expensive landlines by April?
- What discounts will we promote during the Holiday season?
- What is our next webinar topic?
With each question, determine the amount of time needed to discuss. Given a set time for information exchange, attendees are typically more concise and thoughtful.
Determine Next Steps
This recap repeats what action items are needed and determines the deadlines. Clearly assign an owner to each task and outline how it helps accomplish the overall goal. Be sure to build in time for review and revisions into each person’s due date.
Adhering to a meeting agenda can help eliminate awkward silence while increasing transparency and productivity. It does require some planning and forethought by the meeting leader, but will make the team’s workflow far more efficient.
Another effective tactic is to record online meetings and, if possible, in-person meetings, too. This helps keep attendees focused on the meeting discussion by minimizing notetaking, allows you to refer back to any meeting to remember exactly who agreed to do what by when, and provides an easy file to share with anyone who was not able to attend.
See how GlobalMeet Collaboration [link to GlobalMeet page on your website] can help you employ leading collaboration practices like these, whether you are a small business or an enterprise organization.
Social Media Post (for LinkedIn, Twitter, and Facebook)
Taking a few extra minutes to put together an agenda can save your team valuable time during the meeting. Try this simple agenda template for your next meeting: [link to partner blog] #PGiPartners #GlobalMeet #LiveYourBestWorkLife