A well-planned agenda for meetings is essential for any type of gathering, from a conversation with a colleague to a large group gathering to discuss the goals of the organization and discuss issues. A well-planned agenda for meetings keeps everyone engaged in a constructive efficient manner while increasing the productivity of each individual participant and the entire group.
Define the goals of each agenda item. By defining what the purpose of each item, attendees are aware of what they can expect from the meeting and adapt their participation accordingly. Clarity in the meeting’s objectives will ensure that the meeting does not deviate from its original purpose, and is therefore more likely to be a success.
For each goal, clearly state the way in which the desired outcome will be attained. It is possible to state the purpose of the goal, whether it is to gather information, make a decision, or share information. It can also describe the process to be used to achieve the goal for example, seeking a consensus or a voting.
Provide an estimated time for each item on the agenda. In addition, providing an estimated time helps attendees to prepare for the discussion and adjust their participation accordingly. Leaders can also determine the need for more time or if they can accomplish the goal in a shorter amount of time.
Include “parking lots” items on your agenda. Parking lot is used to record important topics such as ideas, discussions, and thoughts that are relevant to the meeting topic but do not have to be discussed. This technique can be especially helpful for virtual meetings as it prevents meetings being derailed by unrelated conversations.