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Preparing a Successful Meeting Agenda – What to Know

Preparing a Successful Meeting Agenda – What to Know 

by Altaf

There’s been a scheduled meeting with members of the team or board, and as it happens, you are saddled with the responsibility of heading it. And you surely are shaken at the thought of how you intend to navigate through the task of managing the agenda of the meeting while it will last. You should know that even the best orators and show presenters have to deal with stage fright.

As experts will suggest, you just have to make it seem like you are talking to people you already know. In this case, you will likely be doing so as you either will be facing your teammates or people you already have a working relationship with. But the first thing you want to get right is to prepare the meeting agenda and you can do this with digital scheduling tools like Teamly or many others available to choose from. As it will be crucial to the success of everything that will be discussed and make sure that everyone gets the message. Whether you are the manager of the firm or a team leader, below are tips to help you prepare a successful meeting agenda. 

Start by Defining the Results 

You will need to first make sure that you set the meeting’s results. This means answering the ultimate question what do you intend to achieve at the end of the meeting? What will everyone present have to learn at the end of the day? There surely has to be a reason for the gathering and not until you have made sure to identify this, there might not be a reason to meet in the first place. 

How Long Will It Last?

You will also need to determine how long the meeting will last. This is critical to ensuring that only the key topics will be discussed and that you don’t gather people for things that won’t be beneficial to the agenda. When you properly set the time frame, this will assist with bringing only the important issues to the group and ensure that everyone is aware of the importance of the time spent during the discussion. 

Even if you are to head a retreat that will last several days, you want to make sure that you have allocated the time required for the individuals to meet and make sure to spend the time wisely discussing only the important issues. 

Make a List of Topics 

It will also be of benefit to the meeting agenda that you make a list of topics that will be trashed when the group or team meets. This will help in accomplishing the results as you don’t want to be discussing issues that won’t be of benefit to the agenda. 

If the aim is to agree with important company decisions as regards moving the business forward, you want to make sure that it is boldly outlined to enable a successful meet. You can pen them down and make copies to share with the members once the meeting commences so they know the reason for the gathering. 

Outline the Timeframe for Each Topic 

Once you have made the list of topics that will be discussed, the next thing is to set outside the time that will be used to thrash each issue as they arise. While you will need to set aside extras for questions and opinions, you will be doing yourself a favor if you have everything planned rightly. 

Remember that everyone will need to get back to their lives or tasks especially if you are only meeting for a few minutes either at the start of work. You don’t want to spend a lot of time that goes into other productive tasks that could be beneficial to the company. So do well to work with the available time and make the best use of it. 

Get Everyone Involved 

It will be of no use if you are the only one who has to talk all through the meeting. While you are responsible for heading the meeting, you want to ensure that everyone else is carried along. This you can do by encouraging others to contribute by setting aside intervals to ask for questions and contributions from the participating individuals. 

Participation must be encouraged to ensure that the outcome of the meeting is a collective result of individual participation and not just you making the decisions that will be taken at the end of the day. This link https://www.forbes.com/sites/brentgleeson/2017/10/15/5-powerful-steps-to-improve-employee-engagement/?sh=27ab1b4a341d has more on encouraging employee engagement at work. 

Make it Interesting 

Although you will likely be discussing issues that are detrimental to your company’s success or tackling pressing issues that are limiting progress, you want to do well to make the time interesting for everyone. It will be in the best interest of everyone if you make it lively as well as fundamental to achieving success at the end of the day. 

It will be easier to encourage participation if you don’t make it seem like a funeral service but ensure that it stays professional enough to still be interesting. A few jokes about recent happenings in the workplace should surely help with putting everyone at ease and help with transiting to new topics as you gradually navigate through the meeting. 

Be Audible and Smart 

You will likely be speaking to people who will be looking straight at you. And while you won’t need a makeup crew to help you look presentable, you surely will need to ensure that you are okay with all the eyes staring in your direction. To enable this, you want to look your best physically. If you will be leading a board meeting, you want to pick the right attire. 

This will likely be a suit or something the looks right for a formal setting. You want to also make sure to avoid jargons or slangs throughout the discussion. You want to speak clearly in a language that everyone present understands. This will help to ensure that everyone takes away the most important points at the end of the day. 

Final Note 

When it comes to planning for a successful meeting, it always pays to set the agenda. This will assist you in making sure that the time is spent on issues that need to be settled and also help with ensuring that everyone takes home the key points. Do well to follow the tips provided above if you are critical about achieving success at the end of the meeting. 

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