Agenda means having things to be done. In a meeting, an agenda is a list that shows the tasks that need to be done during the meeting. Whenever employees gather in a meeting, they have a chance to exchange ideas with each other. Having a meeting agenda helps set the topics that need to be discussed in the meeting.
Meetings that are conducted without an agenda are considered to be less productive than the ones with an agenda. An agenda helps in lighting a direction in which the meeting needs to go. Without an agenda in place, the meeting might seem pointless. That’s why it is important to have a meeting agenda ready before proceeding with the meeting. Different types of meetings need different types of agendas, but there are some points that are present on every agenda (i. e. introduction, overview, time slots, etc.). You need to design your agenda based on the category your meeting falls into. Now, let’s take a look at some meeting agenda samples to help get an idea of how to write one.
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Meeting Agenda Samples
A simple or casual meeting requires an agenda that is just as simple. Meetings that are short and don’t require that many topics be discussed over follow an agenda like this. Take a look at this sample agenda for a casual meeting-
Meeting Type: Update
Goal: Get the update status on the new project
- Ask about the progress on the project and determine the pace at which it’s moving forward
- Enquire if there’s need for any new resources
- Calculate the potential time in which the project will be complete
Team meetings are the ones that normally take place on a weekly basis to discuss any issues that arise in the team. It helps to resolve conflicts to keep the team in sync and highly productive. Without an agenda, a team meeting can become pointless. To make a team meeting effective, you need to design an agenda that will hit all the necessary points.
Your agenda must contain providing enough information about the work while giving everyone in the meeting a chance to state their claim. Take a look at this team meeting sample template to get a better understanding.
To determine the productivity rate of your company, you need to gain information about how the sales section is operating. That’s why the sales team must conduct meetings on a regular basis. To ensure the meeting is successful, having a well-prepared agenda is the best approach. The outcome of these kinds of meetings can shape the future of a company. The meeting can also use to improve communication between the team.
In a sales meeting, the agendas should be designed in a way where past actions are discussed as well as planning for the future ones. It will give the people who are attending an idea about what to expect from the meeting and prepare themselves according to that. Check out this sample template for further understanding.
For more serious meetings (i. e. Board meetings, Annual meetings), it’s advisable to use formal meeting agendas that can cope with the importance of the meeting. These meetings cover more serious issues, so the agenda should focus on topics to go over that are the most important. To get a better idea about the structure of a formal meeting agenda, check out this sample template.
Meetings that are conducted on short notice are basically informal meetings (Example- Informational meeting, one-on-one meeting). These meetings are less official and more informational. An informal meeting can take place at any time so there is less time to work on an agenda. The agenda of an informal meeting is rougher than a formal one and consists of only the basic points to go over. Informal meetings are often conducted as a practice meeting before a formal one. Take a look at this sample template to get a better idea.
Write an Agenda
Still wondering how to write a meeting agenda? Here are some bonus tips:
- Give your agenda a title. It’s important for the agenda to have an identity for it to achieve its purpose
- Avoid writing the agenda at the last moment (unless it’s an informal meeting) as it requires a lot of thinking and planning to create an effective agenda
- Be sure to pass around the agenda before the meeting commences so that everyone has an idea about what the meeting will be about
- Be clear about what the purpose of the meeting is. A vague explanation will result in a meeting that will achieve nothing
- It’s better if you discuss the topics to be discussed in brief before diving into the meeting
- Consult your team members while writing the agenda to get their insight as well
- Make an outline of the topics that will be discussed and calculate the time it will take for each of the topics
- Avoid using terms that are not comprehensible for the general public
- Follow a standard structure and use a template if necessary
- After you’re done, proofread the agenda to check for any errors
Hopefully, these steps will help you in creating a meeting agenda that is effective and succeeds in serving the purpose of the meeting.
In conclusion, an agenda is a list of instructions presented in a sequential order to follow in the meeting. With an agenda present, it’s easier for you to determine the goals you wish to achieve through your meeting. The outcome of a meeting depends on the structure of the agenda. Different meetings require different types of agendas. So it’s better to do some study and look through some meeting agenda samples before preparing your own.