meeting agenda
How to set an effective meeting agenda
Nowadays, it’s very challenging to run a productive meeting. You have to be very prepared so you can make sure you don’t forget something to say and ask at the meeting. Besides this, not all people come prepared and that’s why the meeting goes over a specific time. The conversation has no real goal, so everyone comes up with questions and ideas about different topics.
You waste your time and you still don’t have a clear direction of what to do next and which task to prioritize first.
All of these problems can be solved with a meeting agenda which is really helpful for organizing your meetings. Let’s see what is a meeting agenda, and how to set it right.
What is a meeting agenda?
Why is it important to set an agenda?
How to set a meeting agenda effectively?
What is a meeting agenda?
The meeting agenda is a plan that got all topics, activities, and expectations for the next meeting. It helps you cover all the important meeting topics necessary for further tasks. The agenda includes clear outlines of how long a certain discussion will last, and who is the owner of each item.
Why is it important to set an agenda?
All the coworkers, team members, and customers expect that the meeting will be very well organized with meaningful conversations and discussions. A meeting agenda can make every meeting very effective without a doubt.
Let’s check out all the benefits that come with a meeting agenda:
Clear purpose - Setting agenda for the meeting makes people less distracted from the key topics and discussions.
Goal-focused - Setting a meeting agenda helps you stay focused on key conclusions necessary for further actions.
Save time - All meeting attendees are focused only on the topics and outcomes. Spend less time on meetings, by making them shorter.
Clear expectations - Purposeful meeting where everyone knows what to speak about, and how much time they have for that.
Increased confidence - With all important materials in hand you become more confident in running a meeting.
How to set a meeting agenda effectively?
Create a template
It would be very easy if you use agenda templates for each meeting. Imagine that you have weekly meetings with similar groups of people. Instead of creating new agenda for each meeting, you can use the one created previously.
Moreover, why not put a simple headline on each template, so you can find it easily when necessary?
With Chanl it’s possible to use agenda templates made by industry experts. But, when you find a favorite way of running a meeting with your customers or employees you can make your own meeting agenda with all details. It will save you time while preparing for a new video call.
Encourage the collaboration
Share the meeting agenda with all participants before the meeting, because covering all key discussions throughout the meeting doesn’t depend only on you.
Chanl allows you to share files, and suggest talking points, and action items with all members in the same place.
They can share the problems and difficulties they have with the specific task. In this way, everyone will come up with opinions and ideas in the next meeting.
Moreover, with the questions they have, you can find out what are the most important topics that need to be discussed.
When you get everything in one place, you’re ready for a productive and effective meeting.
Make a topic schedule
When you’re creating the meeting topics, set the time for each of them. For e.g, if you think that one topic needs more attention and it requires more time to be solved, set 25 minutes for that discussion.
For other topics that seem less important set only 5-10 minutes. This will make your meeting more organized and very productive.
Maybe the most important topic has to be discussed first when the concentration of all participants is at its best.
Include relevant topics
Make sure every participant is concerned with each topic of the meeting agenda. If a topic relates only to one person, then schedule another meeting for that purpose.
Make sure you won’t waste the participant’s time and make the meeting more engaging.
Give feedback
To make your meeting agendas even more effective you can leave some time at the end of the meeting for feedback. You can create a short survey whether people find the meeting relevant and on point.
This will make you become better at each next meeting.
Share meeting notes
Everyone’s calendar is full of professional and private tasks. Whether someone is able or not to attend the meeting, we are not supposed to punish them.
Don’t left anyone in the dark, but make sure that all notes are shared in the agenda after the meeting.
Chanl is a tool with real-time notetaking, so everything that’s happened during the meetings is waiting already there after the video call.
Ensure everyone, even those who didn’t attend the meeting is clued with every discussion and decision made at the meeting.
Summary
If every important question, topic, and opinion finds its place in every meeting, you’ll have nothing less than a productive and effective meeting. It would be far easier to assign the next tasks. Moreover, you’ll become better at selling, capturing the most important points with clients’ meetings.
You’ll have a very well-organized team where everyone knows every decision and every action they should take. Start every meeting prepared with a meeting agenda:
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