Agendas - more than a pretty package!

It is deeply disappointing when a meeting agenda isn't developed and used to it's fullest potential. Don't you abhorr those situations where you have commited precious time to gather for a meeting and receive a last minute, "death by boredom" sort of agenda or ... (everyone suck in their breath) ... don't receive an agenda at all?

Admitedly, an agenda obsession is a tad odd - but this hallowed document represents something that is core to the work we do at Raising the Village - design effective, productive and creative group interactions.  And isn't that what we want for all of our meetings?

An agenda is also more than just a pretty invitation to a meeting. It has an important job to do.

"The Agenda"

• treat it as a tool to clarify and communicate a meeting's purpose
• share it ahead of time to allow participants to think and prepare to engage in the topics
• embrace it's truly flexible nature - any item written shouldn't HAVE to happen exactly, it is a guide not a script
• use it to respect people's time - the agenda should state a start and end time that should stand firm

Designing an agenda offers an opportunity. Here are 8 considerations to take full advantage of it:

1. What kind of meeting is this?  In other words, what are the intended outcomes?
2. What are the needs of the participants? Alas, it's not always about you!
3. What could go wrong, and how can the plan avoid or support tricky situations?
4. Can you involve participants in the planning and design in some way?
5. How can the content or order set the tone you are after? positive and team building? serious and formal? creative and participatory?
6. How long do you need to get things done?  or from a more common angle - you only have x amount of time...what can you realistically get accomplished?
7. What kind of food will you have and when do people get to eat it?  Don't laugh...this is important!
8. What is the "usual" meeting like - and how can you get more out of it by doing things differently? Sometimes leaders/facilitators/meeting chairs need a little AGENDA INTERVENTION - it's important to get some help, especially when the stakes are high!

If what you want is effective, productive and creative meeting outcomes - putting the time into the plan is critical.

A few other related blogs:

6 Group Process Tips
Understanding, engaging and moving forward with groups.
Mindful Meeting Magic