How to Write a Winning Meeting Agenda

There are several reasons why it makes sense to develop an agenda for each meeting, including:

• An agenda can improve the meeting experience. As an agenda comprises of a plan on how the meeting should run, it can simplify each stage of the event from its introduction to its closing. A well-planned agenda can help you to establish expectations among participants on their responsibilities, stay on-target during the event, avoid delays, and boost the morale of your team.
• An agenda can increase participant engagement. If the people at your meeting, which includes its presenters and attendees, are engaged, you are likely to have a more productive meeting. You can use the agenda to engage participants ahead of the event by informing them about the objectives, asking for their feedback, managing their expectations, using their feedback to improve the schedule, and hyping them up for the gathering. A meeting agenda can be a great tool to drive engagement and performance at the meeting and in your organization.
• An agenda can amp up meeting output. When participants collaborate to develop a clear-cut agenda, it can significantly improve the meeting’s output. This is because, in this scenario, you have a clear plan of action for the event and engaged workers who relate to your goals because they had a say during the development of the agenda. As a result, your meeting is likely to benefit from well-prepared participants, insightful contributions, and a smooth achievement of targets.

Consider double-checking your agenda for the following items:

• Meeting title
• Date
• Location
• Time
• Name of meeting chair
• Objectives or agenda items
• Timing of each agenda item

To develop an effective program for your next meeting, consider using the following steps:

Start preparing for the agenda

For a productive agenda, preparation is key. Meetings can involve one or many objectives, so begin your agenda prep by summarizing what you want to achieve with the event. Then, decide on the best methods to achieve that, and make those objectives concise. Use the agenda items to figure out a snappy title for the event.

Learn more: How Long a Meeting Should Really Be, According to a Communications Expert

Tell people about it

Being prepared for a meeting can exponentially improve performance. Reach out to the participants, and inform them about the meeting, listing all the objectives. As a rule of thumb, you can send out an initial email a week ahead for an informal meeting and two weeks ahead for a formal meeting.

Ask for suggestions

While you are likely to have a comprehensive idea on what you want to achieve through the meeting, feedback from different perspectives can make your agenda more functional. Ask the participants for their input on the elements of the schedule, such as the date, time, location, roles, and objectives.

Learn more: 7 Ways to Improve Your Time Management Skills

Draft your agenda

Make a preliminary version of your meeting agenda. Use the feedback you obtained from presenters and attendees to enhance the relevance of the schedule to participants. Narrow down the list of objectives or agenda items to the essential things you can cover at the meeting. Next, set the timing for each item. You can keep the event as short as possible by keeping your meeting objectives in mind and limiting the schedule to the essential agenda items and participants necessary to achieve them.

Send draft to participants

Collaborate consistently with your team to develop the agenda because that is likely to lead to a relevant program, engaged participants, and a productive meeting. Keep participants in the loop by showing them the draft. Based on their suggestions, make any necessary changes to the document.

Double-check it

Make sure all the key items are in the schedule, make corrections to the syntax if necessary, and ensure that the timing makes sense. At this point, you may want to show your conscientiousness to your boss by getting their feedback on your agenda before making a final edit.

Send agenda to participants

Now, you have a polished program for your meeting. Send it out. Use the cover email to motivate your team ahead of the meeting.

You can use the following example for your next agenda:

Title: Scrum for Progress and New Work

Date: November 12, 2020

Time: 10:20 a.m.

Chair: Dan

Notes: Sarah

Timekeeper: Dan

Agenda items:

Item 1: Introduction (5 minutes)

Item 2: Review progress reports (10 minutes)

Item 3: Based on progress reports, negotiate deadlines for projects (10 minutes)

Item 4: Discuss new projects (10 minutes)

Item 5: Set date for next meeting (5 minutes)

Item 6: Closing (5 minutes)

Start time:

Item 1: 10:20 a.m.

Item 2: 10:25 a.m.

Item 3: 10:35 a.m.

Item 4: 10:45 a.m.

Item 5: 10:55 a.m.

Item 6: 11:00 a.m.

Presenters:

Item 1: Dan

Item 2: Jody, Miriam, and Jack

Item 3: Pam

Item 4: Pam on Mercer and David on Web MD

Item 5: Dan

Item 6: Dan

End time:

Item 1: 10:25 a.m.

Item 2: 10:35 a.m.

Item 3: 10:45 a.m.

Item 4: 10:55 a.m.

Item 5: 11:00 a.m.

Item 6: 11:05 a.m.

Remarks:

You can build your agenda using the following template:

• Meeting title:
• Date:
• Time:
• Chair:
• Note taker:
• Timekeeper:
• Numbered list of the agenda items:
• Start time for each item:
• Presenters for each item:
• End time for each item:
• Remarks on each item: