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A meeting agenda is a list of activities that participants are hoping to accomplish during their meeting. It serves as an important organizational tool that outlines the topics that will be discussed, and in what order.
How to make a meeting agenda
Creating a meeting agenda involves the following steps:
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Start by clearly stating the meeting’s purpose and objectives at the top of your agenda.
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List the topics to be discussed in the meeting. For each topic, indicate who will lead the discussion or presentation.
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Earmark time for each topic. This helps ensure that all essential discussions take place and the meeting stays on track.
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Add a section for other business or open discussions at the end, time permitting.
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End with any action items or tasks to be completed outside of the meeting.
How to use a meeting agenda template
Meeting agenda templates provide a ready-to-use format for effective meeting planning. Choose an appropriate template that fits your meeting’s needs. Replace the placeholders in the template with your specific details, including the meeting’s purpose, list of participants, topics, and times. Adjust the order and time allocations based on the priority and importance of each item. Ensure the information is accurate and clearly presented before sharing the agenda with the participants.
FAQ about meeting agendas
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How far in advance should a meeting agenda be distributed? Meeting agendas should be distributed at least 24 hours in advance. However, for more significant meetings or those requiring extensive preparation, the agenda may be sent out a week or more ahead.
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Who is responsible for creating a meeting agenda? The meeting organizer, often a team leader or manager, is usually responsible for creating the meeting agenda. However, they may also delegate this task to a team member.
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Which part of the meeting agenda should take the most time? Agenda items that involve decision-making or problem-solving usually require more time than straightforward information updates.
Author
Matthew Zane is the lead editor of Zippia's How To Get A Job Guides. He is a teacher, writer, and world-traveler that wants to help people at every stage of the career life cycle. He completed his masters in American Literature from Trinity College Dublin and BA in English from the University of Connecticut.
