If you’re in middle management, you probably spend more than one-third of your work week on meetings. If you’re in upper management, this number goes up to over 50%.
Here’s another shocking statistic. Executives consider 67% of meetings to be unproductive. Despite spending so much time in meetings, most of these meetings end up being a waste of time.
While you can’t get rid of all meetings, you can make your meetings more productive and reclaim your time by ensuring that every meeting has an agenda. Having an agenda ensures that a meeting goes as planned and achieves all its objectives.
This article will show you how to write a meeting agenda, and share 7 meeting agenda templates that you can use for different types of meetings.
A meeting agenda is a list of topics to be discussed or activities to be accomplished during the meeting. The agenda also lists the order in which these activities or topics will be taken up, as well as the amount of time allocated for each. In some cases, it can also include the person responsible for each agenda item.
The meeting agenda can be as simple as a few bullet points, or highly detailed with descriptions and expected outcomes for each agenda item, depending on the nature and purpose of the meeting.
Having an agenda for your meeting is important for the following reasons:
It ensures that there is a clear purpose and objective for the meeting
It gives the attendees advance notice of what will be discussed during the meeting and allows them to prepare
It provides clear expectations for what will happen before, during, and after the meeting
It helps keep the meeting on track and ensures all key topics get covered
It makes it easier to manage time during the meeting
Determine the Type of Meeting
A well-written agenda clearly states the kind of meeting the participants will be attending. This avoids confusion and allows the attendees to prepare for the meeting. For instance, if you’re inviting people to a brainstorming session, this should be made clear in the meeting agenda.
Some common types of meetings include board meetings, project kickoff meetings, team meetings, agile meetings, Scrum meetings, onboarding meetings, and so on.
Define the Meeting’s Objective
An agenda should also provide a brief overview of the meeting's objectives. Why are you calling for a meeting? What do you want to achieve from the meeting? Sharing the meeting objective in advance helps the participants to prepare and know what to expect.
Provide the key details about the meeting, including the date and time of the meeting, the location, the list of attendees, and the person who called the meeting. You can also use this chance to mention any documents the attendees need to read before the meeting or items they need to bring to the meeting.
List Down the Agenda Items
This is the body of the meeting agenda. Here, you should highlight the key talking points or activities that will be covered during the meeting. It’s also a good idea to give an estimate of how long you expect each talking point or activity to take.
Here are 7 meeting agenda templates that you can use to quickly create agendas for different types of meetings.
Having an agenda for every meeting is one of the best ways to make your meetings more effective and avoid wasting time on unproductive meetings. You can easily create meeting agendas and share them with the participants using Airgram.
Besides creating agendas, Airgram also makes your meetings more efficient and productive by allowing you to take notes during meetings, record and transcribe meetings, and assign action items from meetings with specific team members.
You can use any of the meeting agenda examples shared above to quickly get started with Airgram for free.