Select A Meeting Agenda And Ground Rules To Keep Meetings Focused, Relevant and Helpful
Time Management Skills Series: Skill 04
An effective meeting agenda helps you [the facilitator] establish direction, prepare attendees for delivering and receiving maximum value and creates a forum for relevant and helpful feedback.
Whether you are facilitating the meeting or just attending, it is imperative that you facilitate your experience at the meeting. Every interaction has relevant and helpful value for you to gain. However, sometimes you have to do foundational work before the meeting to extract this value and establish ground rules for a successful outcome.
The Foundational Work (When You Are Facilitating)
- Facilitate the meeting based the goal (or successful outcome) you're seeking to accomplish.
- Know what kind of feedback and contribution is most relevant and helpful to your goal (or successful outcome).
- Be assertive, yet open-minded to encourage attendees to share ideas.
- Allow attendees to offer challenging viewpoints, but respectfully and professionally.
- Provide a time limit for responses (such as 1 to 2 minutes). Use a time keeping device with a (gentle alarm).
- Create a Next Actions List and assign each action to a specific person (who agrees to complete the task).
- Assign a person to capture off-topic questions on paper. Then email each person on list to get more info (via email).
The Foundational Work (When You Are Just Attending)
- Show up to the meeting to support the achieving of the goal (or successful outcome).
- Know what kind of feedback and contribution is most relevant and helpful to achieving the goal (or successful outcome).
- Find out what kind of ideas and suggestions are most helpful to the facilitator.
- Prepare a list of 3 to 5 ideas and suggestions that you might share during the meeting (when appropriate).
- Present your viewpoints respectfully and professionally.
- Create an Next Actions List based on what you learned during the meeting.
- Create a list a questions you might ask those who attended (to help complete the tasks on your Next Actions list).
Download The Meeting Agenda Template
This template will help you whether you are facilitating the meeting or just attending. Complete the form below to download immediately.
[email-download download_id=”941” contact_form_id=”844”]
- Discover what works best for you.
- Evaluate what you gained from the meeting.
- Capitalize on the successful outcome you achieved yesterday.