Imagine attending a meeting that has been going on for an hour now. Your boss is still talking about the second agenda, and there are two more. Before that, he spent 30 minutes on the first one with a 20-minute introduction. He’s constantly distracted, everyone’s bored, tired, and hungry from missing lunch. How can you prevent this? An efficient team meeting agenda lets you plan your meeting ahead. This way, you’ll be able to devise an outline that will guide your discussion, keeping you from touching impertinent topics. This also allows you to inform every participant beforehand and to notify them of what to prepare. Refer to our meeting agenda templates below to show you how it’s done.
A team meeting agenda is a list of topics and activities that are addressed during a meeting. It provides the attendees with an overview of what the gathering will be all about, establishing their expectations of the discussion. This also helps them prepare for it, in case the meeting demands active participation from them. Planning the company meeting agenda creates the flow of the event and hinders the participants from getting distracted or side-tracked.
If you think team meetings only applies to situations where there are urgent discussion matters or challenging business plan procedures, you’re totally wrong. Team huddles are meetings with less gravity of seriousness and more lightweight conversation. This is the perfect opportunity for superiors to hear their members’ stand on different issues and receive their suggestions. This also breaks the monotony of their work schedule and connect with others to share insights that can potentially help improve their operations.
According to Forbes, even simple team huddles contribute to a business’s development. Because this opens the channels of communication between employees and their supervisors, airing out concerns, receiving feedback, expressing observation, and sharing knowledge, allow them to assist one another, regardless of their positions. It also helps them pay attention to issues that are hard to talk about because the barriers are down. For example, if an individual expresses disappointment about a particular process, and another person supports this claim, their superior’s job is to hear them. Depending on the situation, he can either explain the situation or impose a corrective action plan.
According to The Muse, where meetings are supposed to result in collaborative works and efficient communication exchange among team members, unproductive ones can cause a massive budget dent. An unproductive meeting wastes $37 billion in the US per year. And an even sadder truth exists: most meetings are unproductive, according to executives. For them, 67% of their meetings are useless. How can you ensure that this doesn’t happen to you? Have a reliable team meeting agenda when planning your huddles. Here are some helpful guidelines for you:
When determining your meeting agenda, start by having a clear perspective of your objectives. This allows you to generate topics that will help achieve that purpose. For example, if you look forward to holding a formal meeting to devise new strategies for your marketing plan, you identify what areas of your promotional techniques you might want to address. Do you want to focus on developing social media exposure? Are you incorporating traditional print ad materials such as flyers, posters, and brochures? These goals help you visualize what agenda you would address during the meeting.
Instead of listing down phrases, words, or ideas as your main points, design your agenda as a question. This way, you’ll be looking for answers that would prove to help carry out your plan. If you’re preparing for a staff meeting to discuss maintenance issues, break down your discussion into different question categories. Instead of writing down “Improve storage security,” make it “How to improve storage security?” You’ll be able to come up with more effective plans during your business meeting. This also helps you develop solutions that are more directed towards the matter as you explore a variety of answers to the questions.
Assess your topics and determine how much time it will take for the meeting to last. Even if you think that it’s an informal gathering and not a serious office meeting, you will not want to pack up too many topics in a single meeting schedule. By crowding too many agenda in a session, there’s a considerable chance that you’ll leave the room hanging and exhausted. If the topics are urgent, you might end up breezing through each agenda without a thorough discussion, potentially ruining the project plan. Carefully evaluate the weight of the topic and how much it’ll take to discuss them before you plot a definite meeting schedule. Avoid lengthy meetings as well, as this proves to be unproductive. Your meetings should only be 30 minutes long at most. If you have numerous things to talk about, make your meeting a weekly schedule.
Identify who will be the key roles during the gathering. Who’s going to discuss the presentation? Who will officiate? Who are the participants? These are some of the things that you must include on your agenda to prepare the meeting invitations beforehand. Those who have key roles in the meeting, such as demonstrating, interpreting charts, or explaining business proposals, should receive the notification in advance. When you send them an invite, include a list of things that they need to prepare.
To make sure that you’ll be customizing your agenda design in a way that contains everyone’s concerns, you may want to gather the meeting participant’s feedback. Ask them what they’d like to be a topic during the gathering. If you want to experience their full engagement during your company’s meeting, it’s best to hear their suggestions. Express the objective with them and ask what they can contribute to the topic. This is relevant if you’re staging a team huddle that aims to address their concerns and discuss it with the group solely. You can have a special section on your meeting planner that contains an itemized list of their suggestions.
No. A meeting agenda is the list of topics that are going to be discussed during the meeting, while the minutes are the notes on the discussion during the session.
The following are the important components of a meeting agenda:
The elements of a business meeting are clear, compelling, consistent, and conversational.
A team meeting agenda can be a helpful way not only in discussing business-related issues but also in addressing employee concerns. However, when not done right, it can prove to be a waste of time and resources. It might also hamper your team’s productivity. Have a reliable team meeting agenda template as a tool in helping you organize better meeting sessions. Download now!