The ideal time frame for sharing the agenda will vary based on the content, meeting length and importance of the meeting. Topic s : Meeting Tips. Discover More Meetings Insights. Meeting Culture. Product Updates. It fundamentally changes the way that work is done. Real-Time Collaboration - As a cloud-based solution, Notejoy allows you to share your meeting agenda in advance with internal and external collaborators.
These collaborators can view, discuss, and comment on meeting agendas as well as view the latest version. Always in Sync - Rather than managing different versions of agendas or multiple threads of conversation, Notejoy allows the entire team to always see agendas including changes and discussions at the same time. Improved Search and Visibility - With meeting notes and discussion comments documented directly in the agenda, teams can keep details in context and maintain one system of record for everything that happened.
Manage who has access to what information, and enable team members old and new to search across past and current meeting content. Resources Features Pricing Login Sign up for free. Effective Meeting Agendas with Examples When meetings veer off-track, participants arrive unprepared, and topics are irrelevant — these problems often arise due to poor agenda design. An informal meeting agenda may be short and simple, something like this:. Discuss strengths and weaknesses of campaign 20 mins, all Brainstorm adjustments for next campaign 20 mins, all Assign project leads and deadlines 5 mins, Samantha Q.
And that attendees have been involved enough with the marketing campaign to identify strengths and weaknesses and brainstorm adjustments. An informal agenda such as this is fine as long as attendees are familiar with the processes utilized at each stage of the meeting. Still, sharing it in advance so that Joe can communicate that he may need more time, or another team member can suggest more brainstorming allocation, is beneficial in ensuring the meeting will be productive. A partnership meeting , of course, is a meeting that will likely require a more formal, detailed agenda.
Sharing a well-written meeting agenda at the time of invitation gives everyone internally and externally the same opportunity to prepare and give feedback as needed. The best agenda topics are also more than just a procedural list. They explain the goal of that part of the meeting as an action. For example, "Brainstorm adjustments for the next campaign" is much stronger than simply saying, "Brainstorm. Before diving into creating an effective meeting agenda, be sure to have a clear idea of what the meeting is trying to achieve.
There is an easy way to help attendees arrive prepared. In the agenda, include any questions which need to be answered during the meeting. What did not? Be sure to make that desired outcome clear on the agenda.
Be sure to arrange presentations, discussion topics, etc. One more word of advice on meeting goals : if they seem to be focused only on information sharing, seriously consider whether a meeting is necessary. If the information can be shared in a less resource-demanding format, that may be a better option. Better meeting ideas are ones which require collaboration, such as customer meetings , post-mortems , onboarding , or one-on-ones.
While clearly stating a goal can help reduce the chances of this happening, another option is to include expectations in the agenda when invitations are sent. If, for example, attendees need to be familiar with certain documents before they can reasonably participate in a discussion topic, state as much and attach the documents to the agenda and meeting invite. When all attendees understand the expected pace and participation of the meeting, it reinforces the need to arrive prepared and helps keep the meeting on topic once in session.
With a well-constructed agenda shared in advance with all meeting invitees, everyone will be on the same page on the day of the meeting. As mentioned earlier, the second thing great meeting leaders do is create meeting notes by filling in the agenda. One way to do this is by having a note taker. There are many ways to take meeting notes, but one of the most productive practices is designating one note taker who will share the notes with all attendees and anyone else who needs to know what happened after the meeting is over.
This may happen via a shared document, or even a whiteboard that gets photographed and shared at the end of the meeting. With meeting note platforms like Hugo, however, things are much easier than that, especially with a prepared agenda to guide the notes.
If agenda items have been properly arranged, it should be relatively easy to move down the agenda as the meeting progresses. Allocated times and participants noted at each phase should also help keep the meeting on task, ensuring that each agenda item receives attention and hopefully resolution. Another benefit of well-written agendas is the ability to use them to make the most of notetaking. Writing notes directly into meeting items has multiple benefits.
It puts the meeting notes in context both for the note taker and anyone who will be reviewing the notes later, especially people who were not in attendance at the meeting. Filling meeting notes in on the agenda also clears up which meeting goals have been met and which still require action. Assigning team members to action items and noting due dates in the meeting notes keeps critical information in one, easy-to-navigate place: the agenda everyone has access to.
With some modern productivity tools , access to the new, note-filled version of the agenda can be available immediately when the meeting ends, so that everyone is clear on next steps.
To build a measurement strategy that allows the customer success team to track progress on KPIs and measure that progress against their stated departmental goals. Most of the work that goes into creating effective agendas and running great meetings is in the preparation, with some happening during the meeting.
Before the meeting ends, however, there are a couple things you can do to make sure that the meeting has met its goals and that future ones do as well:. Before adjourning, ask if anyone has any questions. An efficient meeting starts promptly, stays on track due to good time management, includes as few people as possible, and achieves the stated objective.
Efficiency is a superficial quality. It says nothing about whether the right people were included for the right reasons, or whether the meeting generated any value for the business. An effective meeting brings a thoughtfully selected group of people together for a specific purpose, provides a forum for open discussion, and delivers a tangible result: a decision, a plan, a list of great ideas to pursue, a shared understanding of the work ahead.
Not only that, but the result is then shared with others whose work may be affected. Department and company all-hands meetings are a notable exception.
At the very least, a good meeting will center on a productive discussion that will be more effective in real time than asynchronously via emails or comment threads. Examples include team or project retrospectives , brainstorming, and one-on-one meetings between managers and their direct reports. Project planning, mapping out customer journeys, setting goals, solving a problem, choosing X vs.
Y … all these are situations where holding a meeting is probably the most effective way to get it done.
Meetings are expensive, so be thoughtful about who you invite. To be sure, you want to invite the minimum number of people needed to achieve your goal. But you also want the group to bring diverse perspectives and knowledge, especially if the purpose of the meeting is decision-making or brainstorming.
Include your agenda in the invitation so people can determine whether they really need to be there and, if not, decline the meeting or suggest someone else. Your meeting agenda might have just one item.
The point is to have an agenda that speaks to the result you want — e.
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