If phrases like these sound familiar, then you absolutely need to modify your meeting agendas. By using a professional meeting agenda, you will reach your goals more quickly and achieve many more benefits.
Take a few minutes to search your inbox for the latest meeting invitations you’ve received. You will probably find some invitations that simply specify the meeting place, the time and the purpose, e.g. something like “Update Project XYZ.” The agenda text is probably a generic statement, such as “We plan to discuss the progress of the project.” So why is a professional meeting agenda so important? And the emphasis here is on “professional.”
A professional meeting agenda can help you to:
Let’s have a look at the information that should be included in a professional meeting agenda. You can also do a little test – look at the last meeting invitation you received and compare it with the items listed on the right.
Now consider how much better the meeting would have been if all this information had been included in the meeting agenda.
But what does a professional meeting agenda actually look like? In the following example, the international director of communications, Susan Longear, is planning a project meeting with the communications department in Germany. She wants to discuss the use of a new infographic on the topic of work-life balance.
Ruth Caroll, who works in the finance department, has also been invited to the meeting. She’s scheduled to give a brief overview of the project’s budget. Otherwise, her presence is not really required. A note next to her name shows that she’s only required to attend the meeting from 5:30 to 6:00pm.
Prior to the subsequent Q&A session, Susan Longear will summarise the approved next steps and name the persons responsible for executing them. To ensure that all project participants can optimally prepare for the meeting, Susan Longear will send out the last five press releases and copies of the published articles together with the meeting agenda.
The professional meeting agenda might then look something like the one depicted on the next page:
Use the following template to design your future meeting agendas. Simply copy the template to your meeting invitation and complete it.
A professional meeting agenda is like a roadmap that guides all meeting participants through the topic you wish to discuss. It also serves as a type of anchor that helps to prevent you from straying from the topic or - if it has already happened - helps you to lead your participants back to the actual topic at hand.
If you follow these tips, you can save a lot of time. You will receive fewer queries, and your meetings will run more efficiently, increasing overall productivity.
So now you know how easy it is to leave a professional impression on your meeting participants. With GoToMeeting, holding online meetings and video conferences is just as easy. You don‘t even need a meeting room, because the physical location of your participants is no longer important. Thanks to mobile apps, you can always connect with your team, customers or business partners while on the go.
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