For a successful meeting, all you need is an agenda that includes all the points to be discussed and all the meeting’s objectives. You need to focus on preparing an appropriate agenda and give it the time required. In this way, the participants will know how much interested you are in the meeting and how important it is to you. Knowing how to plan for meetings and ending up with effective ones will help you gain the interest of others in attending meeting that accomplishes your goals, and others’ as well.
An agenda, as a simple way to describe it, is a list of crucial matters that need to be discussed throughout a meeting. Therefore it should include the main objectives of the meeting, first, and second, the sequence of issues that are required for discussion. Consequently, the purpose and the duration of the meeting will be identified.
The agenda can contain bullets, i.e. detailed points to be discussed in fewer details possible, and of course, the duration for each point. It is a means for understanding, to the one who set it, the attendees and the assistants. It has many advantages, whether prior, during or after the meeting:
- It clarifies the image for the participants to decide whether they want to attend or not. The main points of the meeting content and its duration will help in creating a meeting that is attended by only the people who are essential for the discussion. Participants will accordingly decide whether to attend personally, participate by email or send another person on their behalf.
- It ensures that all the attendees are well prepared. The agenda, followed by any required documents, will allow participants pre-think the points to be discussed. They therefore can get prepared by searching for all the information, data and facts that help them be effective contributors.
- It will set the basic objective of the meeting. In other words, no one will be discussing matters that are not important in a rapid and easy way.
- Furthermore, it allows the person who planned for the meeting to be in control, especially if duration for each point is preset. In this way, the chairman will end the discussion concerning a particular point when the set time is over and highlighting what is only necessary.
- At last, it can provide everyone with a fair judgment regarding the success of the meeting. If the purpose mentioned in the agenda was achieved, and if all the points listed in it were discussed, then the meeting was definitely successful. Consequently, future meetings will be considered as “must-attend” ones or not.