A well-crafted meeting agenda is essential for every type of gathering, from a discussion with a coworker to a large group gathering to discuss the goals of the organization and discuss issues. A well-planned agenda will keep everyone involved in a productive, purposeful way while increasing the productivity of each participant and the entire group.
Define the objectives of each agenda item. By defining the goal of each item, participants will know what they can expect and can alter their participation according to the expectations. Clarity about the goals of meetings helps to ensure that the meeting doesn't diverge from its original goal and is thus more likely to be a success.
For each objective be clear about how the desired outcome will be achieved. It is possible to state whether the goal is to gather information or make a decision or share information. It could also be a way to describe the process used to accomplish the goal, such as seeking consensus or voting.
Give an estimated time for every item on the agenda. By providing an estimated time, participants can prepare for the discussion. They can also alter their participation accordingly. Leaders can also determine if more time is required or if they can achieve the goal in less time.
Include "parking lot" items on the agenda. Parking lot is used to record important discussions thoughts, ideas, and conversations that are relevant to the topic of the meeting but do not need to be discussed. This method keeps meetings from being interrupted by unrelated conversations. It can be particularly useful for virtual meetings.