Coworkers will not come if invited to a meeting without a clear purpose. If you are responsible for setting the agenda for the meeting, avoid this by specifying the topics to be discussed in the meeting and the length of time it will take to cover each topic. By planning and executing it to the best of your ability, you can achieve better results and your meeting participants don't feel disadvantaged by lost time.
Step
Part 1 of 3: Getting Ready
Step 1. Ask colleagues for information
Meeting participants will feel more involved if they are involved in setting the meeting agenda. Ask them to suggest a topic they want to discuss and then put it on the agenda.
- Send an email or meet with a coworker who will be invited a few days before the meeting.
- Do this step at least 6-7 days in advance so they still have time to contribute. Make sure the meeting agenda is final 3-4 days before the meeting date.
Step 2. Determine the main goal or several goals to be achieved
Make sure the meeting is held with a specific purpose, for example to make decisions, share information, make work plans, or report on the progress of completing tasks. You don't need to hold a meeting if you don't have a purpose.
Meetings may be held for several purposes, for example to report on work progress as a basis for making long-term decisions
Step 3. Focus on topics that affect a lot of people
Topics whose discussion involves enough 2 people should not be included in the agenda. Take the time to find solutions that require the involvement of many people.
- For example, hold a separate meeting (outside of the meeting) if you and a coworker want to discuss a new assignment.
- If you are holding a meeting to discuss a problem that only a few people can solve, meeting participants who are not involved in discussing the topic should be able to keep working. This makes them feel disappointed because their work time is wasted. Therefore, take advantage of this opportunity as well as possible because holding a meeting that involves many people is not easy.
Step 4. Arrange the meeting agenda by selecting the topics you want to discuss selectively
Prioritize important topics that need to be discussed in the meeting because you can't put all the topics on the agenda.
- For example, you might want to list "project deadline negotiations", "progress report presentations", "new project plans", and "suggestions". Due to time constraints, you did not include the brainstorming session in the meeting agenda.
- Consider whether you need to hold a meeting with several people to discuss the main agenda in preparation for the plenary meeting.
Step 5. List the most important topics first
When planning a meeting, it's a good policy to put the most important topics at the beginning of the meeting. This way, all participants are able to discuss important topics while their minds are clear and physically fit when the meeting begins.
- For example, schedule "decision making" then "progress report presentation" (unless a progress report is needed for decision making).
- In addition, the most important topics have been discussed in case the meeting needs to end early or some meeting participants have to leave the meeting before the meeting ends.
Step 6. Estimate how long it will take to cover each topic
While you can't be sure how long it will take to cover each topic, make an estimate. Consider how long the meeting will last and how many topics will be covered. Allocate more time to the most important topics.
- For example, allocate 30 minutes for progress reporting, 10 minutes for discussion, and 10 minutes for setting new deadlines.
- Often, meeting agendas cannot be completed because there is no time allocation for each topic. Do a time division before the meeting takes place to make sure all the topics on the agenda can be discussed to completion.
- Consider the number of invited meeting participants when calculating extra time. If the meeting will be attended by 15 people and you allocate 15 minutes for each topic, this means that each person gets approximately 1 minute of speaking time per topic. Although not everyone spoke, the time allotted was too short.
Part 2 of 3: Preparing the Meeting Agenda
Step 1. Write the title of the meeting agenda
Use the title of the meeting agenda to let the reader know that he is reading the agenda containing the topic to be discussed. After determining the title, put it at the top of the blank document. Choose a title that is simple and straightforward.
- Examples of meeting agenda titles: "July Agenda: Discuss New Project Ideas" or "August 2018 Agenda: Extending Project Deadline".
- Type the meeting agenda using a business font, such as Times New Roman or Calibri.
Step 2. Take time to greet and thank the participants for attending the meeting
Take this opportunity to greet the participants. At this time, you or another meeting chair may open the meeting and explain the main topics to be discussed.
- If many of the meeting participants don't know each other, take the time to lighten the mood.
- If you want to arrange a meeting agenda for an important meeting, such as a conference, the time needed to open the meeting is usually longer. For regular office meetings, the opening session usually takes only a few minutes.
- Allow time to anticipate changes to the agenda when the meeting begins.
Step 3. Include a meeting agenda in the form of questions to arouse the curiosity of participants
They will wonder if you formulate a meeting agenda in just a few words. Questions are able to reveal the context to be discussed so that meeting participants have the opportunity to think about it well in advance of the meeting.
- For example, instead of writing, "Discussing Project Deadlines," include, "Does project deadlines need to be extended as demand increases?"
- If necessary, provide a brief explanation under the question.
Step 4. List the estimated time next to each topic
While the estimated time may not be on the agenda, this information helps coworkers prepare or request additional time if needed.
They also still had time to shorten the report to be submitted according to the time allotted
Step 5. Prepare a discussion flow for each topic on the agenda
The flow of discussion is a method for discussing each topic. For example, when discussing extending a project deadline, everyone will discuss according to a predetermined flow. Thus, all meeting participants will have the same perspective.
For example, the meeting will discuss extending the project deadline to meet increasing demand. For that, prepare a discussion flow consisting of "10 minutes to discuss work progress to date; 15 minutes to decide how to increase productivity; 10 minutes to consider positive and negative aspects; 5 minutes to decide whether or not the deadline is extended"
Step 6. Decide who will lead the discussion of each topic
Put his name next to the topic so he can prepare himself. Confirm this task to the person concerned a few days before the meeting and then put it on the agenda.
If you will be chairing the meeting from start to finish, list this under the meeting agenda heading
Step 7. Allocate time if there are guest speakers in the meeting
If the meeting will have several guest speakers discussing an important topic, you will need to allocate some of the meeting time to them. Set a schedule in the agenda so that each guest has the opportunity to speak even if he wants to cover several topics. Thus, they can prepare the material to be delivered as well as possible.
A few days before the meeting, call the guest speaker to ask about the length of time needed to discuss the topic you want to cover. This will help you organize your schedules so they don't clash with each other
Step 8. Take time to discuss other matters
Schedule this session at the end of the meeting. Take advantage of this session to ask all participants if there is anything else they would like to discuss before the meeting closes. In addition, they can still convey things that have been missed or have not been discussed.
- By including this session on the agenda, the invitee knows that he can contribute even if what he wants to convey is not included in the meeting agenda.
- Allow time for questions and answers in this session.
Part 3 of 3: Finalizing the Meeting Agenda
Step 1. List the details related to the conduct of the meeting
Write the time, date, and location of the meeting on the agenda along with the names of the participants who can attend the meeting. That way, they already know who they will meet at the meeting when they receive the invitation.
- It's a good idea to include the names of the participants who usually attend the meeting, but can't attend this time. Inform clearly that the name cannot attend the meeting.
- Attach a location map for people who don't know where the meeting is being held.
Step 2. Tell the things that need to be prepared before the meeting
Inform co-workers who are invited if there are things they need to prepare in advance, such as reading reports, gathering information to determine solutions, or identifying problems.
Include this information at the bottom of the meeting agenda using bold or colored letters to make it clear and easy to read for all meeting participants
Step 3. Check the meeting agenda carefully before distributing it so that there are no errors
The meeting agenda is important for the people invited. Before distributing, check the meeting agenda to make sure the information has been written completely and correctly and there are no typos. In addition to demonstrating a high work ethic, this way reflects that you pay attention to details and value them.
Step 4. Distribute the agenda 3-4 days before the meeting
Colleagues who receive the invitation still have time to prepare themselves if they have read the meeting agenda a few days before, but don't send it too early because there is a possibility that it will be ignored.
If you want to hold an important meeting during a conference, prepare the agenda several months in advance
Tips
- Use the meeting agenda format available in the Word program. Many programs for creating documents, such as Microsoft Office, Pages for Mac, etc. which provides personal and professional document formats, for example to quickly and easily arrange meeting agendas.
- If there is a standard meeting agenda format in your company, use that format.
- Make sure the meeting goes according to a predetermined schedule, but be flexible. You need to keep track of the meeting by checking the clock frequently. If the discussion of the first agenda has been completed, direct participants to continue the meeting by discussing the next agenda. You can politely say, "We'll cover the next topic so that the meeting ends on schedule."
