The Importance of a Clear Meeting Agenda
Can you sense the ‘internal groaning’ among your employees every time you announce a meeting without a meeting agenda? You may have one or several candid employees constantly telling you how much they ‘hate these things.’ Few people enjoy attending meetings, save for the refreshments, of course.
But what if your employees looked forward to meetings? What if they began to view them as opportunities to accrue knowledge instead of colossal time wasters? A chance to advance their project instead of taking time away? It’s possible to add value to your work meetings, starting with a clear agenda.
More action, less confusion
Clear agendas save time and effort. But it’s not just us at Hybryd that feel this way. MIT’s Human Resources division mentions that time spent planning an agenda is time saved. If only all investments could have this kind of return!
How do you get started? First, identify the goals of the meeting. Think about what you want your employees to learn after the meeting, then work backwards.
For example, if you want each department to discuss the dollar amount they spent in the fiscal year briefly bring it up. Think of an ‘actionable’ way they can explain this to other departments and their employees. Does new data point to a specific objective that employees can latch onto for the upcoming year? No? Then what was the point of the meeting? Can you hear the grumbles of your employees while they listen to someone drone on about arbitrary figures…
Every entry in your agenda should (at least) include:
The topic.
The preferred action for each topic.
The topic’s priority.
A good agenda lets you keep the meeting on track while discussing the most important topics. Since the goal is for each topic to result in real-world action, attendees must be free to discuss the items on tap. Share a copy of the agenda before each meeting to allow employees to prepare talking points, questions, and suggestions.
Equal equity with a meeting agenda
Agendas minimizes wasted time and maximizes productive discussions. There is a timeline that details what must be discussed. This increases the likelihood that employees will chime in and give their thoughts and ideas. Everyone has a voice.
This is why it’s a great idea to designate a special time for feedback and questions. A wrapup is a perfect time for those that may be hesitant to speak up in the middle of the meeting. Some people avoid speaking up because of the risk of coming across as interrupting. It also gives them ample time to prepare for any questions and suggestions. Give people a copy of the meeting agenda beforehand, as mentioned above, this allows them to prepare for questions before the meeting.
You will find amazing things happen when you give attendees an equal opportunity to dialogue. They feel like they are in control of the meeting! Just as important, it feels like their meeting. The meeting does not feel chastising in any regard. These meetings feel like they belong to everyone – and you can thank the agenda for setting the tone.
Documentation of important topics and discussions
How many times have you attended a meeting and had to listen to the same conversations and talking points? It happens frequently. It’s no wonder office meetings have a bad reputation!
Sharing your agenda with attendees before the meeting is vital. But just as important is taking the time to detail what your team discussed. The context of the discussion and sending this information to your employees for their reference. This eliminates any mystery about what was discussed and the plan of action that should follow.
Save these agendas and use them as points of reference going forward. The details therein will ensure that old news is never repeated and the meetings stay productive. This allows your highest priority projects to stay on track while ensuring that your lower priority tasks never slip through the proverbial cracks. Nothing gets lost when essential topics and discussions are documented via an agenda that is easy to follow!
Clear agendas = fewer meetings
It’s true! When the needs and wants of the business are discussed and documented in a clear agenda, there is no mystery about what comes next. This designates meetings for only new and important business. It stops repeat talking points that will have your employees internally complaining and looking at their watches.
Employees will understand that meetings are where they learn, grow, ask questions, and gain clarity. Take the time to plan and create a clear agenda, and productivity will follow. Who knew there was so much power in one simple document?