Meetings can feel like a waste of time if you and your team have work that needs to be done.
Meeting agendas are simple and can help keep meetings on track. They will set clear expectations about what must be done in the time you have together. It ensures that everyone at the meeting understands their role and is ready for the discussion.
Never skip the agenda if you want your meetings successful!
This article will cover the basics of creating a meeting agenda. We’ll also share a free agenda template that you can use to plan key meetings for your projects.
How to create an agenda for a meeting
As a meeting organizer, creating a meeting agenda can take some effort. However, if you do your research ahead of time, it will help you facilitate a productive meeting.
These are the steps you need to follow to create an agenda for your next meeting.
1. Consider the purpose of your meeting and the people involved
Although it is important to be flexible with your agendas, you should still communicate the core details of your meeting agenda. These are the essential details to remember when creating a meeting schedule.
What is the purpose of the meeting? Consider the purpose of the meeting and any concrete actions or decisions that will be made. Meetings are useless if you don’t have a clear goal.
Who is required to attend the meeting? If someone on your list isn’t willing to participate in the discussion, they don’t have to attend. To ensure that you don’t leave the meeting with outstanding decisions or conversations, only invite people who are truly needed to be there.
What information do attendees need to be aware of or prepared for? A well-prepared group will make your meeting more productive. Make sure to give your attendees all the information they need to reach your goal. Also, make sure to allow them time to read important documents. Make sure you note who is responsible for presenting each topic.
What are your time limitations? How can you get the job done in the shortest time possible without sacrificing the quality of your decisions? You can set boundaries about what will happen during your time. This includes defining the topics and time limits for your discussion.
2. Make a simple meeting agenda by combining the elements
Once you have answered these questions, it is time to create your meeting schedule. Here are the essential elements that every meeting agenda should contain:
Name of the meeting
Date and time of the meeting
Meeting location
Full list of attendees
Agenda, including time and topic, and the person responsible (if applicable).
Notes for preparation
Attachments (if applicable).
3. Get input and ideas from others
The agenda for a meeting should reflect the goals and needs of everyone. It’s important to consider other ideas, especially if you’re arranging a lengthy or critical project meeting.
To get their input on the format of the meeting, share a draft of your meeting agenda. TeamGantt’s discussion tool allows you to share these details with your team members or leads before distributing the final meeting agenda.
Get our free template to create your next meeting schedule
It is the best way to be clear about things is to explain them. We created a simple agenda template for meetings to make it easier to communicate all the details before your next meeting.
You are free to modify this meeting agenda format to suit your needs. Keep in mind that more information will help you clarify the purpose of the meeting and the expected outcomes.
Editing the agenda template for a meeting:
To edit the meeting agenda template you will need to save a copy on your Google Drive or computer. Just click File > Make A Copy (or File >> Download as) and you are good to go!
4 Meeting Agenda Examples for Project Management
Now, you are ready to go!