By On Jul 26, 2019 Free Templates
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.
Everyone should be taking notes during the meeting (or at least recording pertinent information that applies to him/her). If there is a dedicated notetaker or secretary in charge of the minutes, this person should be taking detailed notes of everything discussed during the meeting. These notes will serve as a reference in case any questions arise after the meeting. Dont forget that there are many different types of meeting structures. Some startups and companies employ a daily stand-up meeting (also known as a daily scrum) where the whole team meets every day for a quick status update. These meetings require standing up to ensure that the meeting is short. Remember, this document is flexible and can adapt to your needs. You are not bound to the templates current structure. Continue to tweak and optimize your meeting structures and agenda template until you find the right fit by rearranging or adding elements. Whatever your use case, just make sure its organized, easy-to-follow, and keeps you on track!
Leave space for details on the template, such as presenters names, the time of each presentation and breaks. Your agenda should allow the meeting organizer to create a timetable that keeps the meeting on track. For example, the agenda might start with Call to Order and roll call, 9:00, followed by Introductions, 9:05, all the way through to the finish of the meeting. This informs attendees how much time they have to make their presentations, when they are able to break for calls or emails and when the meeting adjourns.
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