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.
Office Meeting Agenda
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.
Preparing Office Meeting Agenda
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,
Here is download link for this General Purpose Office Meeting Agenda Template,
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.
Office Meeting Agenda Guidelines
Remember that using bullet points in each section of the agenda helps in outlining the important areas of discussion as well as the projected deliverable, 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.
Meeting Agenda Templates (Public Domain)
Here is a collection of Free Meeting Agenda Template available online for download.
Business Meeting Etiquette:
There is some business meeting etiquette that you should keep in your mind and should follow them. If you want to make your business meeting successful then you should focus on improving your etiquette. The most important thing that include in business meeting etiquette is your way of talking with clients. You should not be harsh or rude while talking with your clients. If your client asks same question again and again then no need to be aggressive or rude and answer him/her with polite voice. As a businessman, you understand the importance of business meeting very well. Therefore, now you have to learn some basic business meeting etiquette to make your business meeting successful. Some of the basic and important businesses meetings etiquette are as follow for you.
Early Arrival in Business Meeting Location:
To make your business meeting successful then it is important to visit in the business meeting location, at least, 20 minutes early. So, that you can check all the arrangements are perfectly done or not. If you are in the business meeting room to welcome the clients then it will leave positive impression on clients and chances of business meeting success can be an increase.
Spread Agenda to all Participants before one Week :
If you send all the participants the description of the agenda already then send it again before one week of the business meeting. To remind all the participants about the agenda, it will help them to revise their topics, time and agenda of the meeting. You should be attentive and active in order to remind all participants about the business meeting agenda.
Listen before you Speak:
It is very mandatory, to listen to your client first then speak about your views and thoughts. If you speak without listening other views and thoughts then it may be considered as unmanned behavior that is totally unaccepted by the clients. Yes, you have the right to speak about your thought but it is good to listen to what client want to say then say what you want to say but remember, you should speak relevantly to the agenda. You should try to be formal during discussion once the project is in your hand then you can talk something informal or casual.
If you want to run your business successfully then it is very important to hold the business meeting in an appropriate and well mannered. Your good behavior towards the client matters a lot to make a business meeting successful. If you organize a business meeting in a beautiful place plus your participants is fully trained and experience, all things are perfectly held on their places but if your behavior and way of talking are rude then it can spoil your business meeting very badly. Therefore, you should also instruct participants that if the client is rude or harsh then no need to be rude in reply. If there is any mess is created by the client then try to solve it softly and in a polite manner.