A business tool that is used by managers in order to run their meeting effectively and efficiently is called meeting agenda. It is an important tool that gives the meeting participants an outline for topics that will be under discussion in the particular meeting. This makes it easy for them to be prepared for it as well as do some homework related to the topics, if required. Apart from this, the main advantage of a meeting agenda is that it not only keeps a meeting on the right track and on time, but also prevents pointless side discussions and disruptions.
Generally, office meetings are of two types, i.e. formal and informal. Businesses on small level usually use an informal meeting agenda format; however, large organizations often use a more structured, formal approach.
The main purpose of an office meeting agenda to list meeting topics that needs to be discussed in the meeting. The first step in creating an office meeting agenda is the listing of the invited participants, attendees, and the time selected for the meeting at the top of the meeting agenda. After adding the meeting topics, it is important to add a time limit to each topic on the agenda and strictly follow it so that all the topics can be discussed and the meeting could close on time. If meeting participants are required to prepare reports and/or updates on certain topics prior to meeting then give out the meeting agendas ahead of time.
Before creating a meeting agenda, start with reviewing the minutes of the previous meeting. The minutes are an abstract of who attended the meeting, what was discussed, what were decisions that were made, and the results of any votes. Look for any agenda topics that meeting participants were assigned to follow-up on. Include an appraisal of those outstanding issues with updates on their present statuses as a first agenda topic.
Here is preview of a Free Sample General Purpose Office Meeting Agenda Template created using MS Word,
Arranging an office meeting provides a good platform to share business news, imperative bulletins, and other routine information that needs to be shared with the meeting participants. Housekeeping can be its own agenda topic. Although you do not need to record its details on the agenda if the meeting leader has separate notes, however, if you include them on the agenda then it will remind meeting participants to make note of them.
Remember that using bullet points in each section of the agenda helps in outlining the important areas of discussion as well as the projected deliverables, which is commonly known as meeting minutes.
Open session discussion is also an important part of a meeting. In an agenda, reserve some time for meeting participants to bring forward their own issues to discuss in the meeting. This way, the management of the organization or business can get aware of the problems and challenges that their team members are experiencing. At the end of the meeting, a brief review of new outstanding issues allows meeting participants to remember them. Also, this is the time to announce any other meeting or forthcoming deadlines.
Since the importance of a meeting agenda cannot be denied, therefore, it should be created carefully. Follow the above mentioned guidelines to create an office meeting agenda, and save your time and energy.
Here is download link for this General Purpose Office Meeting Agenda Template,