How to Structure a Meeting Agenda

Workplace with tablet pc showing calendar and a cup of coffee on a wooden work table close-up

After all of your careful planning, your meeting goals were not accomplished. The meeting was organized so that the minutes were reviewed, reports were heard, and the difficult items were left to the end, after a break. What happened? Was this the best format for your meeting? Did you structure your agenda correctly?

You should have structured your meeting to follow a specific flow that begins with reading the minutes and ends by addressing the easiest items on the agenda. Structure the items on your agenda in the following order:

  1. minutes,
  2. announcements,
  3. reports,
  4. difficult items,
  5. discussion items,
  6. easiest items.

Handling the most difficult items in the middle of your meeting is best, because attendance and participants are at their peak.

When you start to develop your agenda, it should follow the natural flow of the meeting. The agenda should be divided into three parts.

A start-up period

The section of your agenda that details the start-up period should include the date, time, and location of the meeting and the objective of the meeting. Also, list the order of business for this opening segment, which should include the minutes, the opening statement, and any announcements.

The time and date are essential pieces of information and should be the first thing participants read on the agenda. Also, include the number or name of the meeting room in this information.

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By successdotinc

Information for success