Wednesday 27 February 2019
According to a Verizon Business study, meetings are the number one time-wasting job in the workplace. That’s because most meetings are unorganized, have no purpose, and go so off-topic that the meetings runs longer than it has to.
The easiest way to solve this problem? Create an agenda for meetings. This not only cuts down on time and resources, but also gives the presenters time to prepare, encourages participation, and keeps the meeting going. We’ve analyzed over 6 million meetings and found that meetings with an agenda on average end 8 minutes earlier than ones without an agenda. With the average person in 5 meetings a day, that’s a savings of 3.3 hours a week for every employee involved.
However, if you’ve never created a meeting agenda before you probably don’t know where exactly to start. Fortunately, you can check out this article as it will give you tips on how to create a program that actually works.
Prepare your plan in advance.
Your meeting is scheduled for Wednesday at 3pm. Do you think you need to start working on the agenda on Wednesday morning? I hope not.
Instead of waiting until the last minute, start creating your schedule in advance. There’s no exact time frame here, but I would recommend at least three days in advance. This gives you plenty of time to create a professional document and make changes based on the team’s feedback.
Also, if you have previously created an agenda, you can send it to the people attending the meeting. That way, they know exactly what to expect and can prepare themselves accordingly.
Come disse il saggio Benjamin Franklin: "Non preparandoti, ti stai preparando a fallire".
Start with the basics.
When you sit down to start creating your schedule, start with the basics like:
- What time will the meeting begin and end?It should be as short as possible, preferably 20-30 minutes.
- Who are the essential participants?Invite as few people as possible.
- Where will the meeting take place? If meeting off-site, think of a location that’s convenient and suits your needs. If it’s a virtual meeting, include dial-in information.
This provides a foundation on which to build your program. And, because this should only take a couple of minutes, it’s not a task that you makes you procrastinate. In fact, once you just get started you’ll notice how quickly you’ll complete your next meeting agenda.
Be clear about the purpose of the meeting.
Now it’s time to actually create the meeting agenda. As you do this, think about the purpose of the meeting. It should also focus on what needs to be discussed and the desired results.
For example, if you’re planning a brainstorming session, then your objective could be to have your team develop two potential ideas. After selecting the best idea, the team develops a plan to make the idea a reality.
Seek information from attendees.
Do you want your meeting to be productive? So you need to make sure your guests are engaged. The easiest way to do this is to look for input from them.
If you’re planning a team meeting, ask your team members to suggest agenda items. Make sure they also provide a reason why this point should be discussed. If you don’t include the item, make sure you explain your decision. You can also discuss the item with the person.
Prioritize agenda items.
When outlining the topics to be discussed, add them to the agenda in order of importance. This way the meeting won’t run overtime. To keep the meeting short and concise, set your agenda around five topics.
I would also like to break down these topics into key points that everyone can see. This will create a more focused discussion during the meeting.
List agenda topics as questions.
It’s not uncommon for agenda to have topics items listed as random phrases. It could be something like “customer project development”. I’m sure everyone gets the jest, but what exactly about the client’s project development is being discussed? Your team will surely be curious about it.
Instead, ask agenda items as questions. In this case, “What resources are needed to develop a project for the client?” It’s more specific and allows attendees to better prepare for the meeting.
Give the right moment.
This is difficult. As a general rule, however, it’s often guided by the content. For example, you don’t need to spend 10 minutes on your introduction. This should take about two minutes. You should plan at least 10 minutes on your most important topic.
Your meeting should be no longer than 30 minutes. If it’s more, you may want to trim things down. If the meeting concludes in 20-minutes, that’s perfectly fine — and I don’t think anyone will complain because who doesn’t like getting out of a meeting early?
Include other relevant information.
This could be appointing the person responsible for drafting the protocol to ask participants to read the attached document. This way everyone knows what to expect and what they’re responsibilities will be.
Determine how members should prepare for the meeting and who leads each topic.
Agenda must be shared with attendees at least 24 hours in advance. This way, they can read any reference material and prepare thoughts, questions or concerns about any topic.
Also, include a list of roles and responsibilities for everyone in attendance. Thanks to this, the meeting will take place as smoothly as possible.
Define the next steps.
After you’ve discussed the key topics and have made decisions, plan a couple of minutes to discuss the next steps — these are usually targeted goals. This way, your next match will have a goal, which means that next time it will be easier to write down the match result and agenda.
When meetings go astray, attendees arrive unprepared and the topics aren’t important – problems often due to poor agenda design.
The agenda is important because being effective increases team productivity
An effective agenda increases the productivity of the entire meeting as it sets expectations for what needs to happen before, during and after the meeting. It helps everyone get to the same page on the most important topics and allows the team to quickly resolve key issues.
What should be on the agenda?
As Stephen Covey writes in his book The Seven Habits of Effective Action, “Start with a Purpose in Mind.” Plans are lists of points that attendees hope to complete during the meeting.
Agendas most often include:
- Information elements – sharing topic updates for the group. For example, a manager might submit an update to the planning process at the end of the year.
- Action objects – items that you think the group will want to review during the meeting. For example, performance over a specific time period or trajectory at the time of product launch.
- Topics for discussion – topics on which the group must express an opinion. For example, gathering information about an upcoming commute change and the questions the team has about it.
In addition, they often contain detailed information on the conduct of the meeting. For example, agenda topics often specify who will present and for how long, in order to establish expectations about who will be responsible for preparing the content and for how long they will have to present it.
Depending on the meeting, agendas can be distributed well in advance of the meeting or made available at the start of the meeting. It establishes the goal of the meeting and ensures everyone is on the same page on what you’d like to accomplish in that timeframe.
Programs can be very short or very long
How formal should your schedule be? Often, people don’t feel like they have the time to prepare for a meeting much less write a full formal meeting agenda. When the stakes are high or the situation is very formal, it can make sense to include a formal and pre-established agenda, as well as to write the minutes of the meeting. However, the pragmatic approach is to make programs as simple as possible to get the job done.
Example of an informal agenda
1) Introduction (10 minutes – all)
2) Review sales metrics from the beginning of the quarter (10 minutes) *
3) Discuss and approve the proposed sales goals for the next quarter (5 minutes) *
4) Review the next marketing campaign plan (15 minutes)
* The final and forecast quarterly data are reported in the attached documents.
An example of a formal agenda
1. Standing objects– topics that are always on the agenda of an ordinary meeting
– Take part
– Approve the previous minutes of the meeting
– Squad status updates
2. Issues of the last meeting– discuss topics not completed in the previous meeting or required activities
– Stephanie – selling limits update (10 minutes)
– David – VP of Sales Employment Plan (5 minutes)
3. New business– new topics for this week’s meeting
– Sam – Talk about moving (20 minutes)
– Randy – Employee Engagement Survey Results (30 minutes)
4. Cleaning– permanent items at the end of the meeting
– Clyde – Announcements
– Overview of activities
– Date of next meeting
Notejoy is a more effective way to manage meetings
Running effective and productive meetings is more than just establishing a great template – it’s about managing the communication of information around the meeting. Is everyone on the same page about what the meeting’s topics and goals are? Have the decisions been made available to all who need to know? If you missed an appointment, how can you recover? Ensuring the right people have access to information both inside and outside the conference room is critical to running an effective organization.
Notejoy is an effective solution for teams who want to manage meeting schedules and notes to stay on the same page. It fundamentally changes the way you do your job.
Meeting management in Notejoy is different for three reasons:
Real-time collaboration – As a cloud-based solution, Notejoy allows you to share your meeting agenda with internal and external colleagues in advance. These colleagues can view, discuss and comment on meeting agendas, as well as view the latest version.
Always in sync– Instead of managing different versions of programs or multiple conversation threads, Notejoy allows the whole team to always see the programs, including changes and discussions, at the same time.
Improved search and visibility – Con le note della riunione e i commenti alla discussione documentati direttamente nell’agenda, i team possono mantenere i dettagli nel contesto e mantenere un unico sistema per la registrazione di tutto ciò che è accaduto. Manage who has access to what information and allow new and old team members to search for past and current meetings.
November 29, 2017
Believe it or not, there are many managers struggling to become managers. One of the reasons why I find myself is because they have a hard time coping with all the responsibilities that the manager has to juggle all the time. They are overwhelmed and go out. Another is the lack of training.
If you are a new manager or leader who hasn’t had adequate training you may have a difficult time running meetings. This could cause your employees to distrust you and be loyal to you.
This issue is not easy to undo if you are still publicly viewing areas of the week during poorly conducted meetings.
1. Reduces the waste of time and resources
As a manager, you know there are real reasons why you need to have regular and spontaneous meetings. You probably have announcements about your business or issues to review and fix.
Everyone can turn their attention to the things that are at hand when a program is created. Participants have a written list of what needs to be achieved during the meeting. It also allows them to raise important issues.
If someone needs to leave a meeting early, having an agenda helps them know what’s going to be discussed. If they have to join you later to fill in the blanks, they have a general idea of what was said.
Was anyone late for an appointment? If so, they now know what they didn’t hear because it’s on the agenda. In addition, you don’t have to waste everyone else’s time getting them up to speed on what has already been settled.
2. Allows other speakers to prepare
Having an agenda is kind to other guests you may have included in the meeting. Może również pomóc zaproszonym prelegentom przygotować się na to, kiedy i o czym będą mówić.
3. Encourage participation
With a clear outline of what will be discussed, workers will have more freedom to participate. Allow time for questions and answers about what was discussed.
Also add an item to the agenda to get staff members to raise issues they consider important. When employees are valued and empowered, they are more loyal and productive.
4. Keeps you on track
Have you ever stepped off the subject in an argument? If you’re like most people, you answered yes to this question, which means you need a meeting plan.
It is much easier to stop wasting time, stay focused, and get back on track when you have topics of discussion in front of you that you can refer to.
5. Provides coverage of important topics
You can reduce the number of meetings everyone attends by making sure all important topics are covered. The best way to do this is with a program.
When you are on board, meetings are an important and necessary part of your job. The ability to conduct a meeting is therefore a must. Get more out of your meetings by creating a plan for the next.
Simply create, publish and host your own virtual, hybrid and personal events for a seamless experience for attendees.
See how it works
Publish your event on the internet and mobile devices
Design and publish an interactive event website and mobile app that looks great on any device and across all channels.
Allow attendees to create their own schedules
Increase engagement before, during and after the event. Attendees can view the schedule and bookmark their favorite sessions.
Manage attendance and check-in
Get rid of the paper lists and minimize the lines on your event. Check session opportunities and limit the number of attendees they can join.
Chosen from thousands of events
From one-track meetings to global conferences and festivals with over 100,000 attendees.
Simple content management
Pubblica il programma e i dettagli dell’evento e adattali al tuo marchio. You will be able to collaborate with your team and make changes as they happen to keep everyone up to date.
Branded mobile apps
Publish custom apps for your event on the Apple and Google Play stores with your logo, event details and branding. Attendees can download apps to access everything they need for the event on their mobile device.
Plan the application
For iOS and Android, you can now access your events in the super quick Plan the application. Event information will be available offline once uploaded.
Personalized participant experience
Increase engagement before, during and after the event. Attendees can create profiles, find friends, bookmark their favorite sessions and synchronize them with their personal calendars. You can send them important messages and collect feedback directly on Sched.
In-depth management of attendance
Manage your limited capacity session bookings and find out which sessions are the most popular. Make sure attendees are in the right place at the right time with our check-in app.
Strengthen your speakers
Presenters can manage their own profile, edit session descriptions and upload presentation files directly to Card. Daj im możliwość samodzielnego wprowadzania zmian i zaoszczędzenia sobie wszystkich e-maili w tę i z powrotem.
Find out which sessions will be most popular before the event. At the end of the event, collect valuable feedback from attendees and export all post-event data.
Start building your event with a free trial.
Who is the plan for?
Virtual events to nowa norma. Sched provides a platform for hosting a virtual event and gives attendees access to live and recorded content.
Are you building a professional development day program for your district or a flexible day for students? Sched is great for schools, and we are: heart: teachers!
Whether you’re hosting a full-day conference call for a small team or an annual conference for a global organization, your attendees will be looking forward to the agenda. Create a flexible schedule with Sched.
Hundreds of artists, performers, speakers, exhibitors, sponsors. Thousands of participants. A schedule that can change at any time for any reason. Sched was made for festivals.
Communities, professional organizations and political parties promote ideas. The personalized agendas and multi-path planning management in Sched help you to maximize the time you spend together.
For many of us in the workplace, one-on-one meetings are a necessary evil that must be avoided at all costs.
“Embarrassing.” “Disorganized”. “Useless.” 1: 1 causes countless negative feelings in even the most enthusiastic employees. Having a solid, standardized and well-planned agenda can prevent this negativity and make your individual meeting productive and useful.
What is an individual meeting?
A 1: 1 meeting is a regular dedicated session between a manager and an employee. One-on-one meetings are used to connect employees with management, where they can express their feelings, overcome obstacles, plan for the future and seek advice.
Why you need 1: 1 meetings
A lot of workplace meetings are actually time wasters. How many times have you seen a meme that says “I had another meeting that should have been an email?” This feeling is omnipresent in all types of activities. Often, even a team briefing can be considered useless.
But what makes this a common sentiment? It may be that a member of your team feels isolated or deaf.
Therefore, 1: 1 meetings are important for both employees and managers. On a 1: 1 scale, managers can ensure that employees are focused where needed.
These meetings give the manager the opportunity to guide the employee in his or her career goals to build a stronger bond and a happy workplace. To reap the benefits, you need to plan an effective meeting by building a well-designed agenda.
How to build a 1: 1 agenda for meetings
Each individual meeting should include:
- Notes from the last meeting
Your individual meeting agenda should be shared before the meeting, giving both the manager and employee the option to include their own notes and questions.
Do you want to optimize the time spent in a meeting? Add time blocking to your agenda to make sure your meeting stays on track and doesn’t run over. And encourage your team members to take a no-meeting day after the meeting so they can work smoothly.
Here is a one-on-one meeting template to create your next plan:
1: 1 agenda template
Do you need a template to set the agenda for your individual meeting? We’ve put one together—you can find it here:
How are 1: 1 meetings organized? Tweet us @flock with your best tips.
By Wayne Turmel
Updated: March 1, 2011 / 2:10 pm / MoneyWatch
You know all the complaints about meetings, especially on the Internet. All together now. too long, off topic, boring, without leadership. The list is endless. Here’s the thing: to a large extent it can be avoided, and we know it. The one determining factor for almost any successful meeting is a good schedule. Here are some tips for creating a plan that doesn’t just work – there’s a good chance you actually use it.
A good plan isn’t brain surgery, so why don’t we use them more? Usually this is because it takes a while to create and ship, and we’re always in a rush. By creating a template, both online and on your email platform, you can pause, catch your breath, fill in the blanks, and give you and your team a chance to strive for success (or at least reduce the pain and unhappiness).
What Makes a Good Program? It should answer the questions participants need to know to make the most of their time together:
Logistics of the meetings: The agenda should be the only known place where people can refer to all the answers to their questions. Don’t assume, as you’re always using the same information, they’ll know automatically.
- What time should it start (and end). If your system allows you to easily insert it into other people’s calendars, take advantage of this and reduce the possible excuses for being late and leaving early.
- How will you meet? If this is a web meeting, include ALL relevant information along with live links (meeting URL, audio information). Again, eliminate all possible questions by providing information in advance. (Remember that in a model you can just leave information that doesn’t change and update things that change instead of inventing the wheel every time.)
- Online meetings should contain a notification requesting you to sign in a few minutes in advance and how to check system compatibility. Most online platforms automatically integrate it into their invitations. Insist that people actually do it.
Aim to achieve the desired results: People cannot be prepared to participate fully unless they know what will be discussed. They will also be less paranoid, which can only be good. If they are expected to make a decision, they should know so that they are in the mood. If it’s a brainstorming session, they need to know they will be asked to contribute. Tell them what’s on the table – and what’s not on the agenda, so don’t bother moving it – if you want them to respect.
Participants and their roles: Who will be at the meeting? What will they do? Give people fair notification and then hold them accountable. Include email addresses as needed so attendees can enter information or answer questions before the session. This will save you time wasted on minor problems.
What they need to read / prepare / do in advance and how to find and share this information: This is an area where meeting leaders are guilty of being lazy and biting them when it comes to starting meetings right and wasting too much time. Don’t wait for the meeting to email this spreadsheet, and don’t ask the kids who emailed you ten minutes before the meeting started requesting it (because they deleted or saved it somewhere and didn’t can remember where). Have active links to all documents on your file-sharing or intranet site and insist that people get those documents for themselves. Make sure you have them before the meeting starts so you don’t lose momentum as you wait for people to seek them out.
If this all sounds too simple to you, ask yourself what the most common dating problems are. People late, not knowing (or not caring about what the meeting will bring to an end), unprepared to go to work, people inadequate in meeting to achieve their results and not taking responsibility for the success of the meeting .
Deleting variables is important. So hold the people accountable. The best way to do this is to slow down, use a tool like this, and incorporate it into every meeting so it’s a smooth part of the leadership process.
To know more:
First published: March 2, 2011 / 6:45 am
© 2011 CBS Interactive Inc. All rights reserved.
Agendas vary considerably depending on the length of the meeting, the size of the group and the degree of formality. Here are some general guidelines to consider when preparing the agenda for a typical departmental committee or department meeting.
- Try to keep the agenda as short and simple as possible, preferably no longer than one page.
- Put the date, time and place of the meeting at the top of the agenda.
- List your meeting goals in two or three short sentences at the top of the page.
- Organize events in a logical flow from information sharing to discussion to decision making.
- Organize events to ensure a sense of accomplishment and momentum as soon as possible.
- Anticipating group energy levels and undertaking difficult tasks when the energy is high and positive.
- Allocate time for each important point and indicate who is responsible for the agenda.
- If possible, give the agenda in advance.
- At the start of the meeting, check in the group to see if any more items need to be added to the agenda.
For larger, formal groups that meet relatively infrequently (e. g. monthly or quarterly), consider the following additional steps:
- Ask an agenda committee, made up of a representative sample of the group, what topics to raise in the meeting.
- Send the draft agenda to all attendees and invite them to propose additional points.
Sometimes people send out a meeting invitation that has an unclear topic and no specific agenda or purpose. These kinds of meetings aren’t very efficient and cost more time than they should. That’s not what you want, right? So, if you’re organizing a meeting, make sure to have a clear meeting agenda. Creating an effective meeting agenda is one of the most important elements for productive and effective meetings, and here’s why:
- The agenda provides important information to all participants. For example, everyone will know what topics will be discussed, who will be the leader and how long the meeting will take.
- The meeting agenda can be used as a checklist to ensure that all topics are covered.
- This gives the attendees the opportunity to come to the prepared meeting.
- The agenda is the focus of the meeting.
Here are some tips to help you create a meeting agenda so you can organize more effective meetings.
Define the purpose of the meeting
Before creating the actual agenda, define a meeting goal that will keep you and your team focused. What results should your group achieve by the end of the meeting? These goals provide a reason for being achieved. Find out why you called the meeting, what you hope to achieve as a result, and what actions you expect from the meeting.
Prioritize agenda items
When creating your agenda topic list, be sure to prioritize the topic list from most important to least important. This way you’ll make sure all the important topics are handled and accomplished.
Search for information from team members
If you want to have an interesting meeting with busy attendees, make sure the meeting agenda includes elements that reflect their needs. Ask team members to suggest agenda items along with a reason why each item is important to the meeting. If you’ve asked attendees to add items to the agenda, make sure they know they should contact you prior to the meeting asking for the agenda and that they should consider how long it will take to present it.
Choose agenda topics that impact the entire team
Meeting time is often expensive and difficult to schedule. It should be used primarily to discuss and make decisions on topics that affect the whole team, and the whole team is needed to resolve them. These are likely to be problems for which people have different information and needs. If the team isn’t spending most of the meeting talking about interdependent issues, team members will not be engaged and will ultimately not attend the meeting.
Determine who is responsible for managing each topic
Someone other than the formal meeting leader is often responsible for leading the discussion on the topic on the agenda. This person can provide context for the topic, explain the data, or be responsible for organizing that area. Identifying this person next to an agenda item ensures that people take responsibility for managing that part of the agenda and preparing it before the meeting.
Keep your meeting agenda short
The agenda of the meeting must contain a maximum of 6 items on the agenda. Nobody wants to spend 2 hours in a meeting. Long agendas seem daunting and often people won’t read them. That’s what we like to call ‘death by meeting’.
Let the content decide the time on the topic
Let the content decide how long each agenda item should last. Don’t fall into the trap of overscheduling time per agenda point. If you think it will only take 2 minutes, write it next to the agenda item.
GAIKU to the rescue
So take your time to create a clear meeting agenda, it offers an automatic solution to make your meeting more efficient! All agenda points will be clear, and everyone knows who’s responsible. But to make things even easier for you, GAIKU is here to help! Your meeting agenda is set up and shipped in no time! Ready to join our dating revolution? Subscribe to the waiting list to stay updated, we’ll launch our product soon!
If you want to learn more about planning and organizing a meeting, check out our blog on how to plan an effective meeting.