During the meeting, anyone who thinks a comment is off-track can say something like, “I’m not seeing how your comment relates to the question we’re trying to answer. Most agenda topics are simply several words strung together to form a phrase, for example: “office space reallocation.” This leaves meeting participants wondering, “What about office space reallocation?” When you list a topic as a question (or questions) to be answered, it instead reads like this: “Under what conditions, if any, should we reallocate office space?”Ī question enables team members to better prepare for the discussion and to monitor whether their own and others’ comments are on track. List agenda topics as questions the team needs to answer. Examples might include: How do we best allocate shared resources? How do we reduce response time? If the team isn’t spending most of the meeting talking about interdependent issues, members will disengage and ultimately not attend. They are also likely to be issues for which people have different information and needs. These are often ones in which individuals must coordinate their actions because their parts of the organization are interdependent. It should mainly be used to discuss and make decisions on issues that affect the whole team - and need the whole team to solve them. Team meeting time is expensive and difficult to schedule. Select topics that affect the entire team. If you ultimately decide not to include an item, be accountable - explain your reasoning to the team member who suggested it. Ask team members to suggest agenda items along with a reason why each item needs to be addressed in a team setting. If you want your team to be engaged in meetings, make sure the agenda includes items that reflect their needs.
You can use these tips whether a meeting lasts an hour or three days and whether you’re meeting with a group of five or forty: Here are some tips for designing an effective agenda for your next meeting, with a sample agenda and template below. These tips, and five others, will help your team stay focused in meetings. And indicate on the agenda who is leading each discussion so they can prepare.
Instead of writing “office space reallocation,” try “Under what conditions should we reallocate office space?” Let your team know if the purpose of the discussion is to share information, seek input on a decision, or make a decision. Another tactic for creating a better meeting agenda is listing topics as questions to be answered. Addressing topics that don’t impact everyone at the meeting wastes individuals’ valuable time. If your entire team is meeting, then the issues discussed should affect everyone present and require the whole team’s effort to solve.
Seek input from your team members to ensure the agenda reflects their needs and keeps them engaged. To prevent holding a meeting in which participants are unprepared, veer off-track, or waste the team’s time, you should create an effective meeting agenda that sets clear expectations for what needs to occur before and during the meeting.
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