Meeting Agenda - Definition, Importance, Steps & Example
This article covers meaning & overview of Meeting Agenda from HRM perspective.
Meeting Agenda Definition
Meeting agenda is generally known as ‘orders of the day’, which the participants hope to discuss during the meeting. A meeting agenda is communicated prior to the meeting so that the participants can prepare for the discussion. A standard meeting agenda should include the purpose of meeting, participants’ progress on previous action-items and review of the commitments done by the participants.
Importance of defining the Meeting Agenda
Meeting agenda is very useful and important when it comes to business meetings. If clear agenda is not defined before conducting a meeting, a lot of time would be wasted to understand what is the supposed need and the outcome of the meeting.
The participants would not understand what they have to do. Also while setting up the meeting agenda, the participant list can be refined.
If a particular participant is not needed in agenda item, then he/she should not be invited.
8 Steps to write a Meeting Agenda
There are multiple ways in which an individual can write a meeting agenda. The following steps highlight how a good meeting agenda can be defined:
1. Define Objectives
Precisely define why the meeting is required along with objectives and purpose. All the key points should be mentioned as a list of the topics which need to be discussed during the meeting.
Remember to put only the key and important points only so that everyone clearly understand the objectives.
2. Define Outcomes and Deliverables
Clearly call out the outcomes expected from the meeting e.g. a list, strategy or a document. The deliverables should be clearly mentioned so that the attendees can have some view on what can be done.
3. List Attendees/Participants
Make a list of all participants required in the meeting. You can also mention some participants as optional. If possible, call out names of the required attendees against the individual agenda points.
4. Call out Location and Time
Clearly mention the location (meeting room or virtual), the time and the duration of the meeting. Also make sure to check the availability of key participants and call the meeting at the time they are available. Duration is very important.
5. Mention Time zone
Make sure to mention the time zone correctly in case the participants are from different geographies.
6. Attach reference documents
Attach documents or references if you expect participants to know or study something before joining the meeting.
These can either be email attachments or if in office, some reference material can be distributed to the key attendees.
7. Define Time limits, if any
Put a time limit on agenda line items if there are more than 2 or 3 so that lot of time does not go in the first few points.
By mentioning these time limits in the meeting agenda, one can structure the meeting well. The more structured is the meeting, more efficient it is for reaching an outcome.
8. Define it as one off meeting or series
Clearly mention in the agenda if the meeting is part of a series or is it a one meeting in which a decision might be required. If there is a follow up, mention it in the agenda if possible.
9. Review from Previous Meeting
If this meeting is a follow-up from a previous meeting, then also mention the previous action items and activities in the meeting agenda for the upcoming meeting.
The first point in the agenda then should be Review.
Meeting Agenda Template
After going through the steps above, the following template or sample can be referred for creating a simple meeting agenda:
1. Title of the Meeting:
Provide a simple & clear meeting title
2. Objective
Clear goal and objective of the meeting
3. Participants
a. Required Participants
b. Optional Participants
4. Key Agenda Points in a numbered list
a. List of all Agenda Items
b. Action Items
c. Review Items
5. Location & Time (Optional- as it would be part of invite)
Meeting Agenda Example Format
Example 1 : With time and events
Title: Leadership Project Meeting
Objective: Team Introduction and Project Allocation
Participants: Leaders, New Joiners
Agenda Points
0:00-0:10 Host welcome and introduction: Host of the meeting introduces himself and welcomes participants
0:10-0:25 Attendee introductions: Ask every participant to introduce themselves and share their reason for wanting to serve
0:25-0:45 choose a project: Introduce some project ideas and keep the meeting open for discussion
0:45-0:55 Set goals and identify leadership: Ask each participant to consider personal goals and make a realistic but determined service commitment
0:55-1:00 Conclusions
1:00-1:15 Leadership team meeting: Meet with the leaders to set weekly conference and work on action-items
Example 2: Normal List
Title: Formulate New Launch Strategy
Objective: Creating a strategy and solution to the new business scenarios
Participants: Smith, John, Adam
Key Agenda Points
1. Challenges due to a particular issue - John
2. Discuss Market trends - Adam
3. Views from all participants - Smith
4. Discuss solution - John, Adam
5. Finalize approach - John
Hence, this concludes the definition of Meeting Agenda along with its overview.
Browse the definition and meaning of more similar terms. The Management Dictionary covers over 1800 business concepts from 5 categories.
Continue Reading:
