In this post, we offer five creative ways to creatively and positively start a remote meeting, and set the perfect tone for rest of the meeting.
How to Create an Effective Meeting Agenda
Discover the secrets to creating a meeting agenda that ensures success. Learn how to set goals, prioritize tasks, and keep your team on track.
Meetings can be a valuable tool for teams to share information, collaborate on projects, and make important decisions. However, without a well-structured agenda, meetings can easily become unproductive and disorganized. This article is a step-by-step guide on how to create an agenda for a meeting that ensures all attendees are prepared and the meeting runs smoothly.
Why Is a Meeting Agenda So Important?
There are several reasons creating a meeting agenda is so important. Setting an agenda helps your team to:
- Establish clear goals and objectives
- Keep the meeting on track
- Increase efficiency
- Improve communication
- Facilitate decision-making
- Avoid confusion.
Here are 7 Steps to Creating an Effective Meeting Agenda
Now that you have a better understanding of why a meeting agenda is so important, here are the seven steps to creating a meeting agenda that is effective in helping you to accomplish the goals of your digital or in person gathering.
Regardless of whether your meeting will be in person, or held virtually, you will want to include breaks in the agenda. The reason this is so important is to ensure that participants remain focused and engaged. Your breaks can be in the form of coffee breaks, lunches, or even short activities to help participants refocus.
According to Better Teams, our brains can only focus for about 90 minutes. After that amount of time, extreme fatigue can set in. Therefore, if it’s going to be an incredibly intense meeting, you might want to include a 2-5 minute stretch break about half way through a 90-minute meeting. However, if your meeting will last longer than that, you might want to consider a longer break.
For example, meetings that will be several hours might have multiple breaks. Assuming your meeting will be 9 a.m. to 12:30 p.m., your agenda might look like this:
This is a decent half-day meeting time outline. If you will be doing a full day, the rest of your time outline should look like this:
Do yourself a favor and don’t add any additional sessions after this. Your attendees will be too fatigued at that point to take in anymore knowledge, and focus will be next to impossible.
If you still need to meet about additional subjects, consider making it a multiple day event, with more breaks as needed.
By following these steps, you can create an effective agenda for your meetings that will ensure all attendees are prepared and the meeting runs smoothly. This can result in more productive meetings and better outcomes for your team or organization.
Sending Meeting Materials Ahead of Time is a Good Practice
If you’re hosting a meeting, it’s a good practice to send as many of the meeting materials ahead of time as you possibly can. This will give all of your attendees a chance to prepare for the meeting. Questions, concerns, and ideas can be gathered in advance and brought up at the appropriate time during the meeting.
Knowing what to expect in the meeting is also helpful for calming nerves. Some people are genuinely afraid of attending meetings - especially when they don’t know the subject. Fears of mass layoffs, rumors, and other negative situations can occur when people are left in the dark as to why a meeting is happening. By sharing what the attendees can expect, you promote a level of transparency that instantly eases tension.
Finally, it ensures that your participants are prepared for the day. Pending projects can get buttoned up beforehand, calls that need to be made are no longer left on the backburner, and other deadlines feel more pressing. When people know a meeting is coming up, they are more likely to double down on their efforts to complete the tasks in their queue.
You’re Ready to Prepare For Your Next Meeting
Armed with the seven steps for how to create an effective meeting agenda, and the tips for success, you have everything you need to prepare for your next meeting. Now all you need is an easy way to schedule it with your attendees. That’s where Taggg comes in.
Taggg meeting scheduling software eliminates the hassle of, well, scheduling meetings. With instant access to your team’s calendars, you won’t have to guess which day and time is best for your team to get together. It’s never been easier to find an optimum time to set up a meeting. Click here to get started with Taggg for free, and you’ll see why it’s quickly becoming the go-to scheduling option for scheduling meetings.
About the author
Ashley Grant is a content creator currently based in Richmond, Ky. Ashley grew up in Tampa, and attended the University of South Florida. Go Bulls! When she isn’t writing and or hosting her Bloggy Friends Show podcast, she loves trying new foods and beverages, exploring the city she lives in, and traveling as much as possible. In addition to ghostwriting for several small businesses and freelance writing under her own name for a variety of websites, she blogs about her lifestyle, working from home, and much more at FamousAshleyGrant.Website
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