Every business meetings have important topics to discussed or address. This is where an agenda planner comes into the picture. An agenda is commonly used to outline the main issues that are needed to be addressed during the meeting, and that is is an important tool to keep the meeting on track.
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An agenda is usually sent out to the participants a few days before the scheduled meeting to give the participants enough time for preparation, especially if they are one of the special people who are assigned to discussed a specific topic during the meeting. Oftentimes, the organizer of the meeting will need a designing a agenda template or an agenda calendar to keep things moving during the meeting.
Best Tips for Designing an Effective Agenda
Although there is a slight potential that problems could arise during the meeting, an effective meeting agenda helps boost the meeting participant’s ability to quickly and efficiently address the problem.
- Seeking the participants’ input – to address issues and challenges beforehand.
- Choose the topics relevant to the members – to know different issues and challenges beforehand.
- Know the purpose of the meeting – to keep the flow go as smoothly as possible.
- Propose a process that will address each topic – to address any related issues and challenges in the future.
To make things easy and stress-free for you, you may want to check out the agenda template designs found on our website.
Types of Agenda Formats
We all know that an agenda is used to list down the topics, issues, concerns that are to be discussed during the meeting. In this section, you will learn the different types of agenda formats used for different meetings and purposes.
- Formal – This refers to an orderly list of items addressed during the meeting—that is, why the meeting is organized and the names of the meeting facilitators and attendees. A schedule is strictly followed from the call to order, roll call, meeting duration (minutes), open issues, new business, and until adjournment.
- Informal – Used to list down informal items and oftentimes organized at the last minute.
- Prioritized – This observes a priority system, and the items listed are discussed according to its importance.
- Timed – It employs the use of a set time line for the meeting.
Whatever the type of agenda format suits the purpose of your meeting, you may also want to check our website for agenda for executive retreat itinerary or the agenda templates in PPT/PowerPoint.
Checklist for an Effective Agenda
You do not need to be a rocket scientist to achieve an effective meeting agenda. In this section, we have gathered a short check list of all you need to do with your agenda to help you accomplish your target goals through effective and efficient meetings.
- Determine the goal of the meeting
- Choose the right participants
- Set the date and the duration of the meeting
- Send out agenda and supporting materials to participants in advance
- Choose someone to take down notes during the meeting
- Provide participants with updates from the previous meeting
- Follow the agenda and discuss the items in order
- Make sure to take important notes
- Summarize the tasks and decisions at the end of the meeting
Following these crucial tips and downloading the sample agenda templates on our website can help your team have an easier time getting 100 percent focus for the meeting. For more helpful information, check out the difference between agenda and calendar or download for free the agenda checklist templates on our website.