Documentation, reading and writing has never lost its importance no matter which field of life we talk about. Business world has its own dire need of documentation for the purposes of signing deals, preparation of legal documents and many more. A meeting agenda is among one of the important documents needed from time to time whenever a meeting is to be held. Agendas can be of various types depending upon the subject of the meeting to be held. Project meeting agendas are made, as the name depicts, for the discussion of an ongoing or about to start project by a company.
Project meeting agendas are short documents which comprise of various sections which include important and critical information about the topics to be discussed in a project meeting. These agendas can have multiple subjects which need to be discussed by either one or different speakers during the course of that specific meeting.
Project Meeting Agenda Template
Here is a good looking Project Meeting Agenda Template created by our team using MS Word,
Here is download link for this Project Meeting Agenda Template,
Talking about the project meeting agenda the first thing one will see in a project agenda is the name of the company for which the meeting is being held. The name of the company comes prior to all other details which need to be mentioned in a project meeting agenda. In some cases, a logo or other information related to the company name is also included at the top of a meeting agenda document.
Following the company introduction which is brief comprising of only the company name in a meeting agenda comes the name of the project for which meeting has been called. This makes the document specific to that project and easier to sort afterwards. After that comes the status of the meeting like a normal routine or emergency meeting or urgent call for meeting etc. This is to keep the record of any unusual events that might have occurred during the project or before starting the project. The date and time of the meeting is also an important feature of the project meeting agenda. The purpose to mention date and time is just to facilitate the record keepers, just in case the document is required in future for any troubleshooting or reference purposes.
Meeting Agenda Templates (Public Domain)
Here is a collection of Free Meeting Agenda Template available online for download.
The main body of the project meeting agenda comprises of subjects that need to be discussed and pondered upon during the meeting time. The subjects should be mentioned in the order in which they will be discussed in the meeting. Subjects if more than one should be numbered or bulleted as per the choice of the author. The names of the speakers who are related to each subject should be mentioned across each subject. This information keeps all the members of meeting aware of the responsible person for each type of detail for that specific subject or problem.
Salutations like welcoming lines etc. can be added at the starting, after the time and date mentioning. Any next possible meeting and their time and venues should also be mentioned at the ending of the project meeting agenda.
How to Conduct a Project Meeting?
The chairman is the person who plans, hosts and leads a business meeting. It is the responsibility of the chairman to establish a proper business environment for the business meeting. The environment of business meeting and the feeling that is conveyed to all the participants by the chairman shall result imposing a great influence on the outcome after that meeting. The chairman must encourage, motivate, provide guideline, clarify, organize and control, summarize, and do evaluation of the discussions and decision making by keeping in mind his goal to accomplish the ultimate objectives of the meeting. If the chairman fails to perform his duty effectively, the meeting can be turned into merely meaningless discussions of non-related discussions of no use for everyone and even boring and waste of time for everyone and no one will be willing to attend the meetings afterwards.
The management of business meeting is of great significance and could serve as an effective way for communicating within the organization. Meeting Objectives should be cleared out in a meeting like Why is the business meeting being conducted? What will be the outcome and objective of the meeting? Meetings are generally conducted for the following reasons given below
- To provide new information or give feedback regarding any decision making done previously in any meeting.
- To receive a business report;
- To coordinate the efforts of a particular nature and to gather support of a certain group for that
- To get an acceptance voting for a starting a new idea, plan, or system of working
- To settle a dispute or any conflict
- To negotiate a business contract or business agreement;
- To encourage members of a certain group;
- To initiate creative thinking under a group; and
- To solve any issue or conflict or disagreement within a group.
