Effective Meetings Begin With a Real Agenda
Everyone knows that an agenda is the key to an effective meeting. But an agenda
that consists of a list of nouns, such as budget, software, and picnic, is useless.
Here's how to prepare a real agenda that puts you in control of the meeting. 1) Goal. Every real agenda begins with a goal that describes the result wanted at the
end of the meeting, such as: find a way to reduce travel costs by 10%. Ideally, this
goal should be stated so clearly that someone else could use it to design a meeting
that achieved the result. 2) Outcome. This describes the benefit of achieving the goal, and thus tells why you
are holding the meeting. For example, the benefit of reducing travel costs might be
that you will keep spending within budget. 3) Activities. This provides a blueprint (or set of instructions) for the meeting.
Ideally, this contains descriptions of the group activities that will help you and the
participants achieve your goal for the meeting. Support this list with an estimated
time budget for each activity. 4) Assignments. Tell the participants how to prepare for the meeting (e.g. survey
your department for travel costs during the last quarter). Also, tell them what they
need to bring (e.g., bring a copy of the budget). Prepared participants make a
meeting more efficient and more effective. 5) Logistics. Provide basic information on when and where you will hold the
meeting. If participants are coming from other offices, be sure to include directions
and maps. In general, provide all the information that people need so that they can
perform at their best. The small amount of time required to prepare a real agenda will help you hold
shorter, more effective meetings. Certified professional facilitator and author Steve Kaye helps groups of people hold
effective meetings. His innovative workshops have informed and inspired people
nationwide. His facilitation produces results that people will support. And his books
show how to hold effective meetings. Sign up for his free newsletter at http://
http://www.stevekaye.com. Call 714-528-1300 or visit his web site for over 100 pages of
valuable ideas.
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