Creating a Meeting Agenda
There are various formats for meeting agendas, but regardless of the format, there are specific elements that make for an effective agenda. The agenda should contain:
The meeting name
Meeting logistics (date, time, place, location)
Meeting purpose
Attendees and guest (Who should attend may seem obvious, but it is surprising how many meetings take place without the right people to achieve the outcome!)
Expected absence should be noted
Agenda item
Time frame for item
Expected result for each agenda item (discussion, decision, information sharing, etc.)
Lead for presenting agenda item
Time for meeting closure and feedback
In addition to these standard elements for effective meeting agendas, you may want to consider adding a brief warm up activity (5-10) minutes to free people's minds from their routine work and assist them in getting focused on the meeting purpose. This also may be a useful strategy to get people comfortable with each other in groups that are not natural work groups, or where members do not know each other.
If the meeting is a long one, remember to plan time for a break!
Now that you have the agenda created, the next step is to consider is which information or materials you need the participants to receive.
The following questions are useful to consider:
Should the agenda be sent out in advance or given out at the meeting?
In most circumstances, sending out in advance helps participants prepare for the meeting, and create better dialogue.
What other information needs to be given to participants in advance of the meeting?
The agenda has been prepared and sent out. Additional necessary materials have sent with the agenda. Now it is time to think through the meeting set up.