A business tool that is used by managers in order to run their meetings effectively and efficiently is known as a meeting agenda. It is an important tool that gives the participants of the meeting an outline for topics that will be under discussion in the particular meeting. This makes it easy for them to get ready mentally for it as well as do some homework related to the topics, if necessary. Apart from this, the biggest 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. Although businesses on a small level usually use an informal meeting agenda format, however, large organizations often use a more structured, formal approach.
There are a number of different forms of a meeting agenda, but its main purpose is to list meeting topics that need to be discussed in the meeting. List the invited participants 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 can close on time. If meeting participants are required to prepare reports and/or updates on certain topics prior to the meeting then give out the meeting agendas ahead of time.
Formal Meeting Agenda Template
Here is a preview of a Free Formal Meeting Agenda Template to help you prepare your own Meeting Agenda.
Before creating a meeting agenda, start by reviewing the minutes of the previous meeting. The minutes are a synopsis of who attended the meeting, what was discussed, what decisions were made, and the results of any votes. It would be very helpful in creating an upcoming meeting agenda if you 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.
Arranging a 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.
Meeting Agenda Templates (Public Domain)
Here is a collection of Free Meeting Agenda Templates available online for download.
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 are commonly known as meeting minutes.
Open-session discussion is also an important part of a meeting. In an agenda, reserve 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 become 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 meetings or forthcoming deadlines. The importance of a meeting agenda cannot be denied, therefore, it should be created carefully. Follow the above-mentioned guidelines to create a perfect formal meeting agenda as well as to save your time and energy.
