Every kind of meeting, from a one-on-one discussion with a teammate to an all-hands meeting to discuss goals of the organization and key issues, requires a well-planned agenda. A well-planned agenda can keep everyone on track and focused and will increase productivity for everyone in the group and for each participant.
Determine the purpose of each item on the agenda. By defining the goal of each item participants will know what they can expect and can alter their participation in accordance with the objectives. Clarity about the goals of meetings will ensure that the meeting does not depart from its initial purpose and is thus more likely to be successful.
For each goal, you must state clearly how the desired result will be achieved. It is possible to state the purpose of the goal, whether it is to gather information or make a choice, or resource share information. It can also include describing the method employed to accomplish the goal including seeking consensus or a vote.
Provide an estimated time for every item on the agenda. Including an estimated time enables attendees to prepare for the discussion and adjust their participation accordingly. It also lets leaders determine if additional time is required or if the desired goal can be achieved in a shorter time.
Include “parking lots” items on your agenda. Parking lot is used to record important discussions thoughts, ideas, and conversations that are related to the subject of the meeting, but do not have to be discussed. This method can prevent meetings from getting slowed down by irrelevant conversations and is particularly beneficial for virtual meetings.