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What is an Agenda?

Agenda

An agenda is a structured list of topics and activities to be covered in a meeting or workshop.
Definition
Daniel Wirtz
Co-Founder, Facilitator School
Last updated
June 14, 2024

An agenda is essentially a structured outline or list of items that will be discussed or acted upon during a meeting. Think of it as a roadmap that guides participants through the meeting's contents, ensuring that all necessary topics are covered efficiently and effectively. By setting clear expectations for what will be discussed, an agenda helps to prevent off-topic discussions and ensures that the meeting stays on track. This is particularly important in professional settings where time is valuable and needs to be allocated wisely.

Crafting an agenda requires understanding the meeting's objectives and the needs of its participants. It often involves collaboration with key stakeholders to prioritize topics and allocate adequate time for discussion. Moreover, a well-planned agenda provides a clear framework that supports the facilitation process, helping the meeting chair maintain control and flow during discussions.

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Agenda

When should you use a meeting agenda?

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A meeting agenda should be used for virtually all professional meetings and workshops to ensure efficiency and effectiveness. Whether it's a regular team alignment, a board meeting, or a workshop, a well-prepared agenda helps manage time, focus discussions, and achieve the objectives set for the session. Particularly in settings where multiple topics are discussed, and diverse viewpoints are expected, an agenda helps streamline the process and maximize productivity.

What are the benefits of using an agenda?

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Using an agenda in meetings and workshops brings structure and clarity to the proceedings. It aids in clearly communicating the topics for discussion, sets expectations for what needs to be achieved, and helps manage time more efficiently. Furthermore, agendas contribute to better meeting outcomes by keeping the group focused on the subject, encouraging preparedness among participants, and promoting engagement by allowing participants to know ahead of time the issues that will be addressed.

What should be included in a meeting agenda?

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A typical meeting agenda should include a list of topics to be discussed, a schedule with start and end times for each topic, and the names of persons responsible for leading each discussion or presentation. Including the meeting's objectives and desired outcomes can also be helpful.

Optionally, you may add a brief description or background information to give participants sufficient context. These agenda items ensure that everyone is aligned from the beginning, making the most out of the allocated meeting time.

How do you write an agenda?

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Writing an agenda involves several key steps.

  1. Start by defining the purpose of the meeting and what you hope to accomplish.
  2. Next, consult with key stakeholders to ensure that all necessary topics are covered.
  3. Organize the topics logically, allotting specific time durations for discussing each one. It might be helpful to use tools like timeboxing to keep discussions concise.
  4. Ensure each item includes the topic, the person responsible, and the expected outcome.

Sharing the agenda with participants in advance helps them prepare effectively, leading to a more productive session.

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