When everything feels out of control, we make a plan.

Making a list for our meetings is no different than making a task list for our workday. It guides our actions, delegates our time, and organizes our priorities. 

Meetings without a plan almost always fall flat. We (and our employees) need motivation and a goal to work towards, together. That's what an agenda helps us define.

Why Meeting Agendas Are Important (and Make Meetings Better)

A clear meeting agenda isn’t just a checklist, it’s our roadmap to success. According to a recent Microsoft report, 71% of employees consider their meetings unproductive due to a lack of planning. A thoughtful agenda counteracts that by providing structure, eliminating ambiguity, and keeping everyone on task.

Here are some reasons why agendas are the unsung heroes of meetings: 

• Purposeful Discussions: Team members know what will be discussed and can prepare ahead of time.

• Time Management: Agendas allocate time to each topic, ensuring the meeting stays on track.

• Action-Oriented Results: Agendas outline expected outcomes for each discussion point.

• Inclusive Participation: Team members feel more confident contributing when they know what to expect.

Whether you're brainstorming solutions, organizing quarterly updates, training, or holding weekly check-ins, agendas pave the way for impactful and efficient conversations.

What Makes an Effective Meeting Agenda?

Not all agendas are created equal. An effective meeting agenda should strike a balance between clarity and flexibility while prioritizing the objectives. Here’s what you should include to create a successful agenda: 

1. Meeting Objectives

Define what you aim to achieve. Is the goal of the meeting to brainstorm, make a decision, strategize, or share updates? Clear objectives foster focus and create accountability.

2. Defined Topics With Priority Levels

List the topics or issues to be addressed. For maximum efficiency, prioritize the items by importance to ensure critical points are covered.

3. Time Allotments

Estimate how long each agenda item should take and stick to it. This practice enforces time management and discourages tangents.

4. Discussion Leads

Assign someone responsible for each area of discussion. This creates ownership and encourages preparation.

5. Action Items and Next Steps

Reserve time to review outcomes and assign clear tasks with deadlines. Meetings should always lead to actionable results.

6. Space for Flexibility

Even with structure, leave a little room for spontaneity or last-minute additions, particularly for team concerns or brainstorming.

Take Your Meetings From 'Meh' to Memorable

A solid meeting agenda is the secret ingredient to keeping conversations on track, productive, and worth everyone’s time.

If you’re feeling overwhelmed or just don’t know where to start - we've got your back. Our ready-to-play meetings come with built-in agendas to make your life easier and your meetings more effective.

If you’re ready to go beyond the basics, we offer a whole suite of tools and resources designed to help your team work smarter, not harder. From boosting engagement to improving efficiency and driving better outcomes, we’re here to help you make every meeting count. 

Browse our modules or contact us to discover our suite of meeting videos and meeting enhancements. 

Read our second article on agendas and how to create an effective one using pre-made templates.