The Agenda

Agenda:  The Map to Effective Meetings

To have a successful meeting in both productivity and effectiveness, an agenda should be prepared regardless of how simple or detailed it may be.  Without one is like sailing without a map.  An agenda creates order and sets out a goal to accomplish it.  The attendees can use the agenda to prepare and think about the issues. 

Distributing the Agenda

For meetings that involve small groups, send out the agenda at least two days before the meeting.  For larger groups a week or two in advance is recommended.  If there may be participants that will travel from far away, more time should be considered.  Also, keep in mind what type of meeting you will be having.  Some meetings require more or less time to prepare for.

Informal Agenda

For routine or meetings that do not require much preparation, you may consider sending a simple agenda by email.  Some of the information you should include are:

Time:  When the meeting will take place.  Length of the meeting. 
Place:  Include directions and/or any pertinent information regarding the venue.
Purpose:  Objectives and intented outcome.
Attendees:  Who is expected to attend the meeting.
Responsibilities:  What the participants should prepare of bring to the meeting.

The 3-phrases of Responding to a Question

If anyone asks a person during in an official situation such as a meeting, presentation,
etc, an average person (whose primary language is not English) would mostly answer
in one sentence, or two. This is not an ideal way of structuring the answer, and you
are advised to follows guidelines below:

Example of a Less Appropriate Response:

Q: "Please tell me what you have in mind regarding North Korea."
A: I think that the issue must be dealt between the South and the North first."

Example of an Appropriate Response:

Q: "Please tell me what you have in mind regarding North Korea."
A (Phase 1): "Well, thank you for asking me that question."
(Acknowledging the nature of the question)
A (Phase 2): "As you may know, the issue on the North Korea is global."
(Generalization without telling much what you have in mind)
A (Phase 3): "However, I believe that the issue must be dealt between the
South and the North first."
(Your answer)

You can switch (2) and (3).

If asked with a close-ended question, you may answer with YES or NO, and
then proceed as instructed above.

Effective Chair Preparation

The success of a meeting can depend on the efforts of the chairperson.  The chairperson is responsible for all the aspects of the meeting.  If the chairperson has dilingently preapared for the meeting then the outcome of the meeting should reflect the effort.

Bear in mind that a meeting is not a lecture or a presentation, it is a concerted procedure and each person should be considered as an integral part of the meeting.

Follow these guidelines:

• Define Objectives

          Each member should know the purpose of the meeting.

• Define the type of meeting

          Is it the format formal or informal?
          Brief or Long meeting?
          Is this an on-going meeting or a one-time meeting?
          Is the meeting internal or external?
          Informative or decision-making?

• State the time and place

          Give any additional information to the venue if needed.

• Provide information regarding the participants in the meeting

          Will there be executive members?  CEO?  Special Guests?

• Prepare the agenda and send it to the participants in ample time

          Include subjects, topics, themes that will be discussed.
          Include any changes or other information that may be necessary for the participants to
          prepare for.
          Make sure to give concise information to allow all the participants a reasonable time to
          prepare for the  meeting and to also bring any materials necessary for the meeting.

• Anticipate questions, problems and other things that be come up at the meeting

          The more you prepare, the smoother the meeting should be.

How To Make The Most Of Your Meetings

Since many of us spend endless hours in meetings, we ought to make the most of them.

Here is a presentation from the GSETA conference about how to make the most of your meetings.

Make the most of your meetings

View more presentations from GSETA

Something to think about