, Business Tips, Meetings, Professional Development

Designing and Utilizing An Effective Meeting Agenda

Designing and Utilizing An Effective Meeting Agenda

The RSC@OKC Innovation Station wants to assure you have productive meetings. We shared 6 tips to productive meetings. The first tip was Prepare an Agenda. You might think that is simply listing the topics that need to be discussed but preparing an effective agenda that ensures your meeting goals are met (and time isn’t wasted causing frustration) requires more than a list. Here are nine tips for designing and utilizing an effective agenda ensuring a productive meeting:

Create the agenda early.

By starting well before the meeting, you have time to create a professional document and make any needed changes according to feedback from team members. Don’t put off until the last minute the writing of an agenda.

Define clearly the meeting objective.

Summarize briefly what will be discussed in the meeting. That is your meeting objective. Below the meeting title or header, state it at the top of the agenda. It will be easy to refer to as the meeting progresses.

Prioritize agenda items.

Your outline of items to be discussed should be listed on the agenda in order of their importance. We all know meetings run overtime. You do not want to miss an important topic because time ran out.

Break down agenda items into key points.

A more detailed outline breaks up the agenda items into multiple items. This helps attendees see the key issues or options for consideration allowing for a more focused discussion saving time.

Provide adequate time for each agenda item.

Perhaps the most difficult part of the meeting – managing the time to allow enough time for each agenda topic to be discussed and decisions reached. Flexibility is required by the person leading the meeting as is reminding participants which agenda item is currently under discussion and asking them to limit their comments to that item when conversation drifts off topic.

Indicate agenda items that require a decision.

If it is clear on your agenda that certain agenda items need resolved or voted on, attendees will see that and the discussion can be led accordingly knowing they are part of the decision-making process.

Inform attendees how to prepare.

Share the agenda with team members in advance. It informs them what to expect during the meeting. It also can describe any preparation they require prior to the meeting.

List those responsible for presenting a topic.

Meeting attendees that know their roles and responsibilities will be prepared and can help keep the process running smoothly.

Review the meeting before you adjourn.

Include on the agenda time to review the meeting. Spend a few minutes evaluating the meeting. You will be able to learn how to improve the process in the future. Attendees can also use the time to get clarification on any issues raised, duties assigned, or to propose topics for the next meeting.

By preparing an effective meeting agenda, your meeting at the RSC@OKC Innovation Station can be productive resulting in the growth of your business.