It’s an hour and a half into your monthly planning meeting and only two out of the five items on your list have been discussed, and you are getting frustrated.
Does this sound familiar? Why didn’t you get to thoroughly discuss all of the items on your list? Was it because you did not start and finish the meeting on time? Was everybody prepared to present and discuss their reports?
If you have experienced any of these situations, then you need to consider using a detailed agenda at your next business meeting.
Why publish an agenda? Because it provides structure and focus for your meetings. A detailed agenda permits you to do the following:
1. Assign tasks and responsibilities to the management team and other attendees so critical information is assembled for the meeting, which increases the potential that the information needed to make decisions will be presented.
2. Communicate expectations as to the amount of time each member of the team will have to present their information.
3. Detail the time and place of the meeting and the topics that will be covered.
4. Provide the team with an opportunity to add or remove items from the agenda.
5. List the dates for future meetings so that the time and date will be reserved.
Assign tasks and responsibilities
The individual responsible for running the meeting should assign portions of the agenda to different members of the management team as well as others attending the meeting. This will permit them to assemble the necessary information and be ready to present it to the rest of the team at the meeting. It is expected that this information would be circulated, in advance, to all attending the meeting. This advanced distribution encourages two specific behaviors. First, the attendees have time to review the materials prior to the meeting. Second, they also have the opportunity to comment on the information and suggest additions, and/or corrections prior to the next meeting.
Communicate time expectations
By circulating the agenda in advance, you advise each presenter and attendee of the amount of time the meeting will take. This avoids time conflicts between meetings and advises each presenter on the amount of time they have to present their material. If they feel they require additional time, then they would need to contact the person running the meeting and negotiate the time change.
Detail time and place and what will be covered
A well prepared agenda advises each participant of the amount of time they will need to set aside for the upcoming meeting and where the meeting will be held. It also summarizes the topics that will be covered and who will be presenting. This affords them the opportunity to contact any presenter in advance if they so wish to make suggestions or to provide them with any materials to support their presentation.
Add or remove items
It is possible that the agenda as originally configured will be too comprehensive and extend past the allotted time. By publishing the agenda in advance, team members could request that one or more items be tabled to the next meeting or that the time allotted for the meeting be expanded. They can also request items be added to the agenda. Priorities would always need to be revisited due to changes in the operating environment.
List the dates for future meetings
It is important that an agenda list the date and time for the next meeting so that the team can allocate the time on their calendars. Also, if there will be a change in location or time, advanced notice is provided. Future meeting topics could also be listed on the agenda fostering further preparation.
It is amazing how a single sheet of paper can increase the productivity of a monthly, weekly or quarterly meeting. The probability of the members being properly prepared increases, the quality and quantity of the information shared is far better and the participants are more satisfied with the outcomes. Add to this a comprehensive set of minutes and you have complete record of all that transpired at the meeting and who did and didn’t attend. The minutes should also show who will be presenting at the next meeting and the topic that wil be covered.
Remember, that a detailed agenda sets out expectations for performance, which each member of the team will work towards now that they have been publicized. Your meetings will be more productive and enjoyable with a detailed agenda. They will begin and end on time. Your detailed agenda is your road map or GPS device that will assist you in reaching your desired goals in a more effective manner.
