Meeting Tips

8 tips to build an effective meeting agenda

63% of meetings don’t have any agenda. Good agendas are the foundation to productive meetings. They increase meeting preparation, engagement and energy.

Did you know that more than 60 percent of meetings don’t have an agenda? 

Well-organized agendas are the foundation to productive meetings. They increase meeting preparation, engagement and energy. 

Follow these eight tips to build a great meeting agenda: 

  1. Seek input from team members and select topics that affect the entire team​
    The more ownership people have in the meeting, the more actively they will participate.
  2. Leverage collaboration platforms like Microsoft Teams to discuss items in advance
    Discussing topics in advance allows you to focus more of your time together on making decisions.
  3. Assign an owner for each agenda item
    The topic owner provides materials in advance and directs conversation in the meeting.
  4. Set the purpose of each agenda topic – is it for information, discussion or decision?
    The topic purpose tells attendees how they can participate effectively.
  5. Ask questions
    Include questions to help participants think through agenda topics and come prepared with their thoughts and follow-up questions. 
  6. Ensure each topic is clear and includes supporting information
    Bullet lists don’t give attendees enough information to prepare for a meeting. A strong agenda includes details and links to relevant documents.
  7. Allocate a realistic amount of time for each topic
    Most meeting organizers underestimate the amount of time needed to get through an agenda. Calculate the time to introduce a topic, answer questions, resolve discussions and agree on next steps.
  8. Share the agenda at least 24 hours in advance
    Meeting participants need enough time to review materials in order to be prepared for good discussions that lead to great decisions. The ideal time frame for sharing the agenda will vary based on the content, meeting length and importance of the meeting. 

Easily create structured and collaborative meeting agendas with Decisions.
Download today from Microsoft AppSource. 

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