The Perfect Meeting Agenda

My biggest complaints about meetings I attend, and I attend a lot, is that they are not organized.  Being the planner that I am, I want to know why I am there, what we are going to accomplish and then leave with a task list for myself and for others so we can all hold each other accountable.  A perfect example for why every meeting should have a killer agenda.  I am firm believer in this, even for the smallest of meetings.  

So, what should be in your agenda?  It should answer for attendees what they need to do to prepare for the meeting and what you hope to accomplish in getting everyone together.  Key here - is to prepare and send it out to all attendees well in advance of the scheduled meeting.

Meeting Logistics

I usually put this in a header at the top of the agenda.  The name of the meeting, when and where it will take place, and how you will meet, if not in a physical location then list the web address or conference call line.  If it is on the phone or online, you may want to add a line there for people to get logged in or call in a few minutes early.

Attendees and Their Roles

Who is going to be there and what are they going to be doing there?  Or what is there role?  You may even want to include contact information for each, to facilitate follow up that may need to take place post meeting.  

Purpose of the Meeting/Desired Outcomes

If the name of the meaning in the heading does not clearly spell it out - get more specific here.  Tell them exactly what will come from this meeting, key decisions that will need to be made, etc.  

What They Need to Do or Prepare Prior the the Meeting

Some information may need to be brought to or organized for all to share prior to the meeting.  If you are not the one responsible for doing so, list who is responsible for what.

Action Items

List out all of the topics that need to be discussed.  Bullet points work great here for others to follow along and take notes. 

Next Steps

If there is a follow up meeting, deadlines for specific action items, etc. list them here so people know what will happen after they leave.  

Cheers!

Kristen