By On Sep 01, 2019 Free Templates
Deciding how to run each business meeting you hold or leaving it up to department heads to manage each meeting can lead to disorganization and a waste of time. Create a template anyone can use to organize a meeting agenda, your business will operate more efficiently and you will get more done at meetings. A helpful first step in creating a meeting agenda template is to determine what type of meeting format you want to use. If its for simple, weekly department meetings, you might limit the structure to designating the order of the presenters. If its a more formal meeting of investors or the executive team, you might use a structured format that includes an official start to the meeting, includes some pre-discussion housekeeping, orders the presentation of information and then includes a wrap-up procedure.
According to a study conducted by Verizon Business, meetings are the #1 time waster in the workplace. They are often unorganized, have no purpose and go off-topic. Its also no mistake that most of these meetings are missing a clear meeting agenda. Meeting objectives give adults a reason to meet. If there is no clear objective, there is no point in the meeting. This objective should outline exactly why you are holding a meeting and what you hope to accomplish as a result. Follow a process, whether its sent through email or printed and distributed, make sure everyone on your team knows what to expect. Sending it in advanced ensures that attendees have ample time to prepare or read through any notes they will need before the meeting and raises flags if the objective does not match their expectations.
Use this space to review what was discussed in previous meetings. This will give everyone context to the current meeting and a better sense of whats to come. Are there any important action items or notes from the previous meeting that need particular attention? Whats the status of each of these items? Still pending? Needs review? Completed? Identify whats needed to close any open items. After reviewing old business, go over new business topics. What new items need to be discussed? Team members should be able to contribute updates to their individual projects and action items. Keep things organized by dividing major discussion topics by subtopics. This space will help you organize the projects that need to be reviewed, started, or finished. Reviewing action items will ensure that everyone in your team is on the same page. In addition, defining who is responsible for carrying out each action item will keep everyone accountable for completing the task. What future items should everyone make note of? List out any additional discussion points that were not addressed in this meeting and new ones that should be discussed after action items are completed.
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