Create the Meeting Agenda That Makes People Want to Attend

We’ve all been in meetings where we repeatedly check our watches. Our time is valuable. A well-run meeting makes people feel they are a part of progress – not process. Create an agenda and continual progress that draws interest and people will come prepared to contribute to something that matters, not observe, yawn and hope they don’t walk away with more on their to-do list.?

Generally, when creating a meeting agenda you want to:?

·??????Identify the meeting's goals.

·??????Ask participants for input.

·??????List the questions you want to address.

·??????Identify the purpose of each task.

·??????Estimate the amount of time to spend on each topic.

·??????Identify who leads each topic.

·??????End each meeting with a review.

Here are specific ways you can build meeting engagement – even if your meetings are virtual.?

1.????NAME: Pick a name for the meeting. Make sure it reflects the intention of the meeting. What do you want to accomplish with this meeting? What is the frequency of the meeting? Let the team weigh in on the decisions. The meeting will develop an identity.?

2.????AGENDA FILTERS: What are the ‘Agenda Filters’ that create the agenda? What criteria will have to be met for items to make the agenda? State those at the first meeting. This gives the meeting specific purpose for the attendees. E.g.: Agenda items must: have data reports that are brought to the meeting, be strategic in nature, need the input of the entire team to advance, etc.?

3.????FIRST FIVE: Your first agenda item could be named ‘First Five’ or anything else that allows five minutes for people to connect to the purpose of the meeting. Use an opening question. If this is a virtual meeting with more than four people you can ask a question and have the attendees put their comments in the chat. E.g.: What’s an example in the past week where you _______ (values statement around the meeting focus)? ?

4.????MEETING VISION: In the opening minutes of the meeting ask the group, “If this meeting were to be successful today, what would that look like?"?

5.????AGENDA ITEMS OF FOCUS: Have the agenda list the amount of time you want to give each item and who will present on it. Before you move to the next agenda item, assign a measurable action to someone to report back at the next meeting unless you are retiring the agenda item. Update the Agenda Item for the next meeting at this time unless the item is retired. The Agenda Item should reflect specifically what will be reported/analyzed/created at that meeting and change with each meeting.?Accountability is key here or the meeting is a waste of time.

6.????BREAK OUT ROOMS: If the meeting is large and virtual you can have break out rooms for discussions around topics specific in nature.?

7.????MEETING CONCLUSION: Bring everyone together around some basic concepts before they disburse. This is where meaning happens. E.g.: “What’s your takeaway?” “Did we accomplish what we set out to do and what might we change?” “How have you been changed by what you have learned today?” “What can we do 1) less of, 2) more of and 3) stop doing?” “What is one thing you learned that’s going to change the way you make a decision or ____?” These answers can be put in the chat if virtual. This can be fun and again give the meeting context and identity.?

8.????CONFIRM THE AGENDA FOR THE NEXT MEETING: Confirm who is on point for each item and for what deliverable. Send out the agenda for the next meeting 1-2 days in advance.

If you want more executive leadership and executive presence tips here’s a link to my FREE report:?31 Success Practices for Leaders in the High Stakes Corporate World?

Your coach,

Mary Lee?Gannon, ACC, CAE

www.MaryLeeGannon.com?

P.S. Feel free to?forward?this link to someone who could benefit from it. We are all walking down the same road in life looking for a hand to hold. Sometimes we must be the hand that reaches out.

Mary Lee Gannon, ACC, CAE?is an executive coach and 19-year corporate CEO who helps leaders have more effective careers, happier lives and better relationships.?Request a free consultation call.