Meeting hosts sending an invite for meetings that have no agenda or a poor subject line or goals can build up low attendance, poor meeting productivity, weak engagement, and negative meeting outcomes. That’s not what you want, right? So, if you’re organizing a remote meeting over video conferencing software make sure your video conferencing solution has that feature to set a clear meeting agenda. Building an effective meeting agenda is one of the most crucial elements for effective and productive meetings.
Why do meetings require an effective agenda?
- Communicate important information to all meeting attendees viz. topics of discussion, time for each agenda item, etc.
- Is used as a checklist to make sure all the agenda items are discussed & recorded through video conferencing software
- Helps meeting attendees prepare before the meeting
- Leverage a focal point for your remote meeting
Listed below are a few tips that can help you create a strong meeting agenda to facilitate effective meetings.
Define a clear meeting objective.
Before creating the final piece of the agenda, meeting hosts need to identify clear goals that provide greater team focus. What are the outcomes that need to be achieved by the end of the meeting? The objectives that need to be put forth. The need to call in a meeting, and the results that need to be accomplished from the remote meeting.
Prioritizing meeting agenda items.
When creating your meeting agenda, make sure you make a list of topics or items from the most important to the least important. This way you’ll make sure all the crucial topics are discussed & handled efficiently.
Ask for input from other team participants.
If you want to leverage an engaging meeting with remote attendees, meeting hosts need to make sure the meeting agenda includes all the items that reflect their requirements. If there are attendees who want to add agenda items, then they should contact the meeting host or presenter for this request, and the amount of time they will need to present it.
Pick agenda items that can affect the whole meeting or team.
Meeting time is valuable and difficult to schedule. Meeting agendas should be used to discuss and make decisions on items that affect the entire team, and requires the entire team to resolve. There are likely to be challenges and issues that can be resolved by different meeting participants. If the team is not spending valuable time on discussions about interdependent problems, then the meeting will not be productive, leading to poor engagement.
Identify responsible members to lead each topic.
Someone other than the original presenter is often responsible to lead the discussion of an agenda item. This attendee can help provide context for the topic, provide insightful data, etc. Identifying this person next to the item makes sure important people take responsibility for leading that discussion or prepare for it before a meeting.
Keep your meeting agenda brief.
Keep your agenda item short and limited to 5 items. It is highly unproductive to spend a couple of hours in a long meeting. Long agendas can be daunting, and people wouldn’t relate to them.
Let content drive the duration per topic.
Let content decide how long each agenda item should take. Overscheduling time per agenda item may create a negative meeting experience in terms of low productivity, poor engagement, low meeting attendance, and more.
Closing the discussion, it is better to take time and enable a clear meeting agenda. Creating an agenda in video conferencing software facilitates an efficient meeting. All the agenda items are made clear, and everyone stays focused. But to make it easier for you, iFMeets is here to help! Your meeting agenda stays strong and sent out in no time. Ready to join the modern video conferencing revolution? If you want to learn more about the iFMeets video conferencing platform, click here for the following link.
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