A meeting agenda, perhaps, is one of the most important parts of almost any type of meeting. We’ve all been to meetings that were apparently a waste of time due to a lack of direction. An agenda gives staff members a brief overview of the points of discussion in a meeting.
Creating an effective staff meeting agenda can help you get the most out of the discussion while making sure every important point is covered. It works like a roadmap that is handed to members so they can prepare accordingly.
In this article, I am going to help you create an effective agenda for your next staff meeting. Let’s start.
Major Parts of a Staff Meeting Agenda:
A proper staff meeting agenda consists of different parts. Each of these parts conveys important information to the members. I have listed these parts below:
- Item: It is the main content or topic of the discussion.
- Desired outcome: This part is the end result you want.
- Priority: It explains how important it is for the members to discuss a specific item.
- Time: In this part, you mention the overall time duration in which an item will be discussed.
- Who: Here, the name of the person responsible for handling or explaining the item is mentioned.
- How: It discusses how that person is going to deal with the assigned item.
Note: The names of these components can be changed according to your desire. For example, “Desired Outcome” can also be mentioned as “End Goal”.
How to Create an Effective Staff Meeting Agenda?
Now, using the components I’ve just mentioned above, I am going to help you create a proper staff meeting agenda.
1. Clarify your objectives:
First of all, you have to clarify all of the objectives that are to be completed in your business meeting. You have to be as precise and clear as possible while clarifying these objectives.
It will help ensure that the discussion goes the right way and no item is missed. For example, these objectives can be about clarifying expenditure details, finishing on time, etc.
2. Add basic information:
Adding basic information to the agenda is an important thing you need to deal with first. The basic information includes things like the time and location of the meeting.
The names of the participants can also be added. In the example template below, I have added both the time and the location.
3. Include all items clearly:
As a host, you have to add all the items clearly. As I mentioned earlier, items are the main topics that members have to discuss. Also, be as clear as possible for better understanding.
According to this information, I’ve included some item examples in the format below:
4. Clarify the desired outcome for each item:
After adding the items, it’s time to explain the desired outcome for each. You have to make sure that the person responsible for the item has clear guidance about the end goal. It will help them deal with their assigned items more effectively.
Again, I’ve included some example outcomes for each item in the template below:
5. Add priority level and time for discussion:
The next part is about adding the priority level of the item. It explains its significance or urgency. Including the priority level will help members understand how important it is to complete the task within the given deadline.
Also, you’ve got to assign a certain period of discussion time for each item. For example, high-priority or complex items should be discussed for more minutes. On the other hand, simple problems are discussed fewer. Take a look at the example below to understand it better.
6. Explain how and who will deal with items:
Finally, it’s time to add who is going to deal with the item. It’s very simple. Just add the names of the specific member in their respective column. You can also mention how that member is going to deal with or complete the objective. I’ve mentioned this information in the hypothetical meeting example below:
So, that’s how to create an effective and proper staff meeting agenda.
Additional Tips for Creating a Staff Meeting Agenda:
Here are some additional useful tips:
- Write information as simply as possible. Adding unnecessary details will only make things confusing.
- Hand it to the members a few hours before the meeting.
- Don’t assign more time to an item than necessary.
- Ask attendees to participate in the discussion. It will help you describe the agenda better.
- Inform the members first if you expect them to present or describe a topic in detail in the discussion.
- Ask all the members to submit their feedback. It will help you do it next time.
Final Verdict:
Creating an agenda for a staff meeting is important. It’s actually a blueprint that explains the main topics that you need to discuss in the meeting. Creating a proper staff meeting agenda can help you host a meeting without any issue.
It also makes sure you cover every important issue. There are some key points discussed above. Following these points can help you create a perfect and comprehensive agenda format you can share with your team members.
Frequently Asked Questions (FAQs):
Is it necessary to hand out the agenda before the meeting?
Yes. It is supposed to be distributed before the meeting starts.
Is it necessary to use a table format for the agenda?
No. You can customize the layout according to your requirements. Just make sure it delivers information without confusion.
What time duration should I give to each item?
It depends on the item under discussion. Give a time duration in which it can be covered properly.
