When was the last time you found yourself saying, “Gosh, I just can’t wait to get to work today so I can attend all my meetings!” Many view meetings as a waste of time and effort, a drain on really productive work, with no real, tangible return. Yet, for most of us, meetings are one of the most commonly used tools in the workplace. One tip for ensuring meetings are effective and produce results is the use of an agenda. And one way to be certain there is one, is to ask in advance, “When will the agenda for the meeting be available?”
If you attend a meeting and there’s no printed agenda, you can always ask for an informal one before the meeting gets started. “Before we begin the meeting, I’d just like to ask if we can review what we’re going to cover in the time we have, what the priority issues are, and what we need to accomplish?” Setting the tone for a productive experience begins with a clear statement of the purpose of the meeting, then an agenda, even if informal, to guide the discussion. This will keep attendees focused and will allow all participants, whether the meeting convener or not, to pull everyone back on topic with the suggestion that, when off-topic discussion occurs (and it invariably does!), “Perhaps we can put than on the agenda for a next meeting, since it seems we’re not on the agenda topic we agreed to at the beginning of the meeting.”
Once there’s an agenda in place, everyone can play a role in keeping the group focused. Try it next time and let us know how it works for you.