The Simple Power of an Agenda
Do yourself and your co-workers a favor. Before you schedule your next meeting, spend a few minutes to write an agenda in the invitation for that meeting. Just because Outlook, Notes, and Google Calendar (or your preferred calendar app) will let you schedule a meeting without anything in the notes field, doesn't mean it is okay to do so.
It sounds deceptively simple, but by spending 3 - 5 minutes writing out an agenda you are doing several things that will make your meetings more productive.
Three ways having an agenda will make your meetings better
- In order to articulate an agenda, you first must mentally visualize how the meeting will unfold. This causes you to structure a meeting that flows well and fits into the scheduled time slot.
- The other attendees will be better prepared. By setting an agenda, you are signalling to the attendees of the meeting what will happen and implicitly what is expected of them. Note that if you expect someone to present a topic during the meeting, ensure that their name is clearly marked as the responsible person (it's also a good idea to communicate with them separately to ensure that they know your expectations on their presentation).
- During your meeting, the agenda will give you a template to follow to ensure that the meeting doesn't unexpectedly go off course or get derailed in non-core conversations and debates.
Use a pre-written agenda template
We want to put in just enough work to create a solid foundation so our meeting has a chance to succeed. In my experience this takes less than 5 minutes (way less in most cases). To save time, have a pre-written meeting agenda template that you can copy and paste into your invitation.
If you're unsure what a basic agenda looks like for a meeting invitation, below I've included the one I use everyday.
Hello, this meeting is a result of the action point I took at the ...
PURPOSE/EXPECTED OUTCOME:
blah, blah, blah
AGENDA:
- blah, blah, blah [All]
- blah, blah, blah [All]
- blah, blah, blah [All]
- Wrap-up and summary of next steps [Mitch]
Simply replace the blah, blah, blah sections and you're ready to hit 'Send'!
Here is an example of a fictitious meeting invitation using the above template:
Hello, this meeting is a result of the action point I took at last week's staff meeting.
PURPOSE/EXPECTED OUTCOME:
To ensure that all team members understand the steps for making next week's cookie sale successful.
AGENDA:
- Introduction of the cookie sale and why [team name] is involved [Mitch]
- List of cookie types that are requested by the kids [Steve]
- Breakdown each cookie type and assign an owner [All]
- Review details for cookie drop off [Lucy]
- Choose volunteer shifts [All]
- Wrap-up and summary of next steps [Mitch]
You can make your meeting agendas as elaborate and you need, but I've found the best return on my time investment is with a simple agenda such as the one above.
Take care and I'll talk to you next time.