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Meeting Agenda

A meeting agenda is list of topics or meeting activities that has to be addressed during a meeting. The topics in an agenda are listed in the order they are supposed to be taken up and should be associated with a time slot to ensure that each meeting activity is addressed. Meeting agendas often start with Call of Order and end with adjournment. In business terms agendas are also referred to as the Order of the Day.

Meeting Agenda Tips

When creating a meeting agenda, there are several factors to consider. Here is a checklist of agenda tips to help you create an effective meeting agenda:

  • Consider using brainstorming tools or Agenda Software to outline your agenda
  • Review previous meeting agendas for ideas and formats
  • Collect suggestions for agenda topics from meeting attendees
  • Transfer relevant open items from prior meetings
  • Make sure to include or consider breaks
  • Confirm with presenters what and when they will be presenting
  • Prepare and distribute the agenda prior to the meeting
  • Delegate pre-meeting tasks to help attendees prepare
  • Make sure to indicate which attendees are required

Proper meeting preparation is half the meeting, so be courteous of others time and make the most out of each meeting.

Executing Your Meeting Agenda

A meeting agenda is the guide for running your meeting, so be sure to stick to it. If conversations take the meeting off track, it is the meeting organizers responsibility to bring the meeting back on track. Here are some suggestions to help you execute your meeting agenda:

  • Appoint a note taker before the meeting starts
  • Make sure to engage all attendees during the meeting
  • Stay on track by following the time allocated to each topic
  • If a discussion extends beyond the topic time, confirm with attendees before continuing

For large corporations running a lot of meetings, the use of a Meeting Management system could be helpful.

Meeting Agenda Format

There are many agenda formats, and some companies may require specific guidelines to help streamline meeting activity. Here are some helpful points for creating a professional meeting agenda:

  • Include location, date, start/end time, host, room, participants and meeting title
  • Use separate columns for topic descriptions, time slots and presenters
  • Include topic descriptions and/or goals for the meeting activity
  • Consider making an agenda template for streamlining note taking and task allocation

Typical Meeting Agenda Structure

Here is an example of a typical meeting agenda structure:

Topic Start Time End Time Presenter
Typical Meeting Agenda 14:00 16:00 Don Draper
1. Welcome/Opening remarks 14:00 14:15 Peggy Olson
2. Review and discussion of outstanding issues from last meeting 14:15 14:30 Joan Holloway
3. Topic 1 14:30 14:45 Ken Cosgrove
4. Topic 2 14:45 15:00 Bertram Cooper
5. Topic 3 etc. 15:00 15:10 Herman Phillips
6. Any other business (AOB) 15:10 15:20 Roger Sterling
7. Schedule of next meeting 15:20 15:30 Pete Campbell
8. Closing Remarks 15:30 15:40 Lane Pryce
9. Approval of meeting minutes 15:40 16:00 Salvatore Romano

Meeting Agenda Sample

Looking for help to create your meeting agenda? Her are a few meeting agenda samples. You can look at them for inspiration and then change them to fit your meeting's agenda. If you are making a meeting agenda for the next meeting in a series it can be very beneficial to use the previous meeting agendas as a sample.