We must have attended meetings that did not run effectively, for example a meeting leader who stammered because of a lack of preparation, discussion of meetings that came out of the core of the conversation and meetings that did not produce any decisions. These problems are caused by a poor meeting agenda.
An effective meeting agenda is an important reference for determining what needs to be done at the beginning and during the meeting. The meeting agenda also helps team members to prepare themselves, take time , discuss the topics of discussion determined and produce the decisions needed. For this reason, we must be able to design an effective meeting agenda so that the meeting runs well and productively. We can also discuss important matters that are needed and produce the right final decision. Well, this time, we will discuss 6 tips on designing an effective meeting agenda. These 6 tips will help us to have effective and productive meetings even if we are in a large meeting of more than 50 people.
1. Get advice from team members.
If we want every meeting participant to have an involvement, we must ensure that the agenda of the meeting is made to meet the needs of team members. It never hurts to ask for advice from team members about what things need to be discussed and discussed in the meeting. If we decide not to discuss this matter, give a clear reason to the team members who propose, so that there are no misunderstandings that can make the atmosphere of the meeting not conducive.
2. Determine the topics that affect the team as a whole.
Everyone has their respective duties and responsibilities. Of course, spending some of the time available is commendable. That is why the meetings carried out must run effectively and productively. One way is to ensure that the topics discussed affect the team as a whole, so that each member will be actively seen in the meetings that take place.
3. Make a list of questions that must be answered by participants.
The next tip, make a list of questions that must be answered by participants before the meeting. The question has enormous power. Questions can help participants prepare themselves before attending a meeting. Questions make participants look for information and determine their own opinions. That way, everyone comes to the meeting with their respective ideas.
Usually, the topic of discussion in a meeting consists only of a combination of words, for example “relocation of office space.” This topic will make the meeting participants wonder, “What’s wrong with office space relocation?”. Participants will not know how they can prepare themselves because there is no clarity. However, if we make the topic in the form of questions, participants will be able to determine what information needs to be had before they attend the meeting, such as “Do we need to relocate office space? If so, how can we do it? What kind of conditions require us to relocate space time? When everyone prepares with the information needed, the meeting will be effective and the discussion will not go beyond the topic being discussed.
4. Tell the purpose of the meeting.
Make sure that we also tell the purpose of the meeting. Is the meeting held to simply share information, get advice and input or to make a decision? If meeting participants do not know clearly whether they should just listen, give input or even take part in decision making, the meeting will not take place effectively.
Imagine if the meeting was held just to listen to input, while the team members who came had the hope that they would make a decision. Of course this will cause problems. Every participant will be frustrated. For this reason, it is very important to convey the objectives of the meeting. If the meeting aims to make decisions, make rules in making decisions. If we are the leader of the meeting, then we can convey this rule at the beginning of the meeting, for example by saying “If possible, decision making will be based on the most votes.” This means that we need the involvement of every meeting participant. Meeting participants will also convey their votes. Of course we will get the desired decision.
5. Determine the duration of discussion of a topic.
We need to determine the time needed to discuss a topic of conversation. Why? First, we will know how much time is needed to hold a meeting, so that everyone can take the time and not feel disturbed by the meeting. Second, each meeting participant can convey their aspirations according to the time they have. When the time is up, we can move to listen to the opinions of others. This will make the meeting run very effectively. Everyone has the same opportunity to talk without having to extend the meeting time.
6. Determine the process to be carried out.
Meetings will run effectively and productively if we convey the process needed. The process helps us to know the steps needed to get the final result or make a decision, so that everyone has the same time in processing the information. For example, we hold a meeting to discuss sales targets. Determine the process of running the meeting. Let’s say the first 10 minutes will be used to discuss customer data owned. Then, 15 minutes later discuss about the approach that has been done and the shortcomings that still need to be fixed and the next 10 minutes can be used to discuss new approaches that can attract customer interest. When we have a clear process, the flow of the meeting will run effectively. Everyone can discuss things in sequence without having to go back and forth to discuss the things of the past. That way nothing will be missed.