FAQS

What is an agenda?

An agenda is a formal plan for what needs to be addressed during a meeting.  Agendas are meant to help a meeting run more smoothly and be a productive use of time.  Often, meetings without agendas can be disorganized, stay on one topic too long, and never seem to reach a conclusion.

What should I consider when creating an agenda?

Agendas need to be clear and direct.  Set the start time and end time of the meeting, and identify the key outcome needed for that meeting.  List the agenda items in order of importance to ensure that enough time is available to the more important agenda items.  Each agenda item should be specific, described in detail, name the person(s) leading the discussion, and any needed action item.  Agendas should also include how much time you should dedicate to each agenda item.

Consider setting your agenda using questions that need to be addressed and considered.  When you set an agenda using questions instead of topics, you begin to think in about things in amore strategic and critical way.  It can help foster more intention for meetings and can help you identify the key stakeholders who need to be present for your meeting.  Asking questions can also help you understand when to end a meeting - it can end after all of the questions have been answered to satisfaction.

Here is what an agenda would look like with a simple topic list:

• Budgetary concerns
• Customer satisfaction
• Strategic planning
• Miscellaneous updates

Here is what an agenda could look like when using questions:

• How can we decrease our spending by the end of the year?
• What are the key ways we can improve customer satisfaction by 25% this year?
• What are the key issues out there we need to be aware of?  How can these issues effect us?  How can we address these issues?
• What key pieces of information do we need to share with one another?

Phrasing the agenda in questions brings more focus and clarity to why the meeting needs to be held in the first place and can really ensure you maximize the time you have available with the key personnel.   

Do you have any examples?

• Joint Symposium 
• KSNA Business Meeting Agenda

References

Parker, G, & Hoffman, R. (2006). Meeting excellence: 33 tools to lead meetings that get results. https://search.ebscohost.com/login.aspx?direct=true&AuthType=ip,shib&db=nlebk&AN=158131&site=eds-live&custid=s9076023&ebv=EB&ppid=pp_C1

Rogelberg, S. (2020). How to create the perfect meeting agenda. Harvard Business Review, 1-5. https://search.ebscohost.com/login.aspx?direct=true&AuthType=ip,shib&db=keh&AN=142018380&site=eds-live&custid=s9076023