A well-planned agenda for meetings is required for every type of gathering, ranging from a discussion with a colleague or a large gathering to discuss organizational goals and issues. A well-planned agenda will keep everyone on track and focused and improve the efficiency of everyone in the group and for each participant.

Determine the purpose of each agenda item. By defining the purpose of each item, participants know what to expect from the meeting and can adjust their participation accordingly. Clarity in meeting goals helps to ensure that the meeting does not deviate from its original purpose and is therefore more likely to be successful.

For each objective, clearly state the way in which the desired outcome will be realized. You can indicate whether the objective is to gather information or to make a decision or share information. It can also define the process to be used in order to accomplish the purpose like obtaining an agreement or a vote.

Provide an estimated time of each agenda item. Including an estimated time enables attendees to prepare for the discussion and alter their participation accordingly. Leaders can also determine whether they require more time or if they can accomplish the goal in a shorter amount of time.

Include “parking lot” items on the agenda. A parking lot is an opportunity to record important thoughts or conversations that are related to the issue at hand but are not required to be discussed in this meeting. This method is particularly helpful for virtual meetings because it helps to avoid meetings being disrupted by unrelated conversations.

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