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Free Meeting Agenda Samples, Examples, and Templates
What is a meeting agenda and what is its purpose?
Nobody likes going to meetings without knowing what it is about, thus, we all owe it to the person who came up with the idea of a meeting agenda for making our work lives easy and well a tad bit organized. As much as we all hate meetings, going to a meeting well-prepared always helps. A meeting agenda is simply a document that describes the list of topics, objectives, or activities that needs to be discussed in a meeting.
It is shared with the participants of the meetings to make sure no one is dumbfounded, and everyone is prepared to discuss things and give their input in the meeting. It is a very useful tool utilized by the business world to help plan and prepare for meetings. Its purpose is to;
Plan the meeting to keep things on track
Describe the objectives of the meeting
Describe roles and expectations, and track the success
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Broadly, it is of two types one is simple meeting agenda and the other one is formal.
The simple one is informal, short, and in the form of bullet points – used for small casual meetings, and for more frequently arranged meetings such as weekly meeting, staff meeting, team meet et cetera
The formal one is traditional, lengthy, and detailed. Its structure is strict this is why it occurs once in a while. It includes a description of financial reports, business growth, key announcements, motions, et cetera. It is used for formal meetings such as board meetings, annual meetings, committee meetings et cetera
What to include in a meeting agenda?
The things to include in a meeting agenda varies according to the type of meeting one is organizing. However, some common information that is almost always included in meeting agendas is as follows.
Date of the meeting
Start and end time
Location – complete address
Topic or theme
Name of the host, facilitator, or meeting organizer
Names of attendees
Names of presenters
Meeting objectives
Name of the person who will write the minutes of the meeting
List of the agenda item, its desired outcome, the time frame to achieve it, how to achieve it, and who will be responsible for the task
Key learning points or discussion points
Next steps
Resources
Q & A
What are some Dos and Don’ts of a meeting agenda?
Do’s
Manage and track time
Write meeting type
Encourage participation from other team members
Clearly state meeting points
Make sure to outline all the topics that need to be discussed
Allocate time to discuss each topic
Make the document short and to the point preferably in bullet points
Provide supporting documents such as links or statistics
Include action-items
Write Key Take-away message
Time for Q & A session
Don’ts
Don’t detract from the agenda topic
Avoid writing lengthy discussions of the topic
Do not write vague discussions of the topic
Avoid adding too many details about the topic in the document