How to Write Meeting Agendas
Writing an agenda is a big part of meeting preparation. It’s important not to skip out on creating meeting agendas! When it comes to creating meeting agendas, the more details the better. With agendas, you’re informing your team on what is needed for each meeting – including simple things like the date, time and location.
Why have an agenda for your meeting?
In the past, very often we attended meetings without an agenda. And the result is … little result and more meetings! When people do not know the goal of your meeting and do not know the topics in discussion beforehand, no one will come prepared. So you lose time explaining the context and what the meeting is about etc. Right at that point, you cause a second meeting to be necessary. Either because only now the attendees can start preparing the topics for the next meeting or they start assuming things without preparation in your very meeting and you get caught up in unstructured discussions and run out of time. Conclusion: Your meeting invitation better always has an agenda!
Tips on Writing Meeting Agendas
To have a meeting go smoothly, it all starts with a clear meeting agenda. Be sure to take the time needed to write a detailed meeting agenda that is clear and concise. When meeting agendas are detailed, meeting participants are on the same page in terms of expectations going into the meeting.
What to Include
- Create Your Meeting Agenda in Advance
- List The Time The Meeting Starts
- Invitees: decide who will be attending the meeting
- The meeting location
- The objective of the meeting
- Total time allotted for the meeting
- Time per topic
- Don’t make the agenda too long (no more than 5 topics)
Formatting Meeting Agendas
- Easy to Read: consider bullet points or number lists, short paragraphs and short sentences
- Clear & Concise: nobody wants to read a long meeting agenda. If possible, try to shorten your agenda to only what is absolutely needs to be included.
- Emphasize Key Points: consider bolding, italicising or underling key points so agenda viewers don’t miss them.
- Follow Up With Tasks Assignees: If there are any tasks from a recurring meeting, be sure to acknowledge that and include whoever the task assignee is. That way those meeting participants know what to prepare coming into the meeting.
The foundation of a great meeting: the agenda
Preparation is half the success of your meeting: Therefore yoyomeeting’s easy to use agenda setting feature, helps you to create a helpful agenda for your meeting in just a few steps. People come prepared for your meeting and your meetings are way more productive.
Elements of a yoyomeeting agenda
Besides the title and a short description, every agenda item (or topic) in yoyomeeting has a goal and a time box attached to it. Thus you make sure, you are focussed in the discussion. In addition, you can define an agenda item host. This person then can edit the agenda item and contribute to your agenda.
Build your meeting notes on a foundation
yoyomeeting gives the agenda even more purpose than just informing your attendees before the meeting. Your meeting agenda lays the perfect foundation for your meeting notes and it provides context for all automatically generated meeting results, distributed at the end of each meeting. Your productivity will improve right from the start!
Write Meeting Agendas with yoyomeeting
Writing meeting agendas has never been so easy using yoyomeeting. Learn more about yoyomeeting, a meeting minutes software for Office 365. with yoyomeeting, you can write meeting agendas, take meeting notes, and assign tasks to meeting attendees. Try yoyomeeting with our 30-day free trial.