New Feature: Playlist Center! Pick a topic and let our playlists guide the way.

Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Having an agenda

From: Leading Productive Meetings

Video: Having an agenda

We've provided a suggested agenda that you can use for your meetings. You're welcome to adapt this agenda or create your own version for your needs, but if you want to get going quickly, you can use this agenda exactly as is. I'm going to briefly talk about each of the elements. First, on the left-hand side of the agenda you'll see a list of important milestones to keep in mind while you're having your meeting. This isn't the step-by-step portion of the agenda, but rather, the principles to keep in mind for the meeting.

Having an agenda

We've provided a suggested agenda that you can use for your meetings. You're welcome to adapt this agenda or create your own version for your needs, but if you want to get going quickly, you can use this agenda exactly as is. I'm going to briefly talk about each of the elements. First, on the left-hand side of the agenda you'll see a list of important milestones to keep in mind while you're having your meeting. This isn't the step-by-step portion of the agenda, but rather, the principles to keep in mind for the meeting.

Of all the principles listed, the most important one is the what, the vision or the end result? You're welcome to adapt this vision as written. My suggested vision is, at the end of each meeting all participants will feel respected, valued, and have clarity about future action steps. Each person will grow to trust each other more, and the group as a whole will move closer toward completing its objectives. Now, let's talk about the agenda steps themselves, the how.

How should the meeting take place? The first step is to begin on time. Second, the leader welcomes everyone. The leader should help attendees feel welcome and comfortable when they come to the meeting. Third, there should be a brief development presentation, taught either by the leader or by someone that the leader has designated. This development should only be about 3 to 5 minutes and should either apply to a system that people within the company should begin implementing or provide development on some essential skill that applies to every attendee.

Step four of the group meeting agenda is to have each person quickly report on commitments they made in the last meeting. This is simply asking each person one by one whether or not they did it. Each person responds with a yes or no. Next, you'll take the remaining time available minus 5 minutes and divide it equally among the members. So if there are 30 minutes remaining and there are 5 participants, then each person will have 5 minutes to speak.

During that time each attendee will go through a list that they prepared and brought to the meeting. Then, as needed, attendees will make commitments to help the other members of the group. During the final 5 minutes the leader or the note taker reviews and summarizes each person's commitments that they made during the meeting. Then they'll also reconfirm the date and time of the next meeting. The final step of the agenda is to end on time, or early. The agenda is very simple: It's in following the agenda where the challenge comes.

In the next videos I'll break down each part of the agenda to help make your meetings successful.

Show transcript

This video is part of

Image for Leading Productive Meetings
Leading Productive Meetings

35 video lessons · 19239 viewers

Dave Crenshaw
Author

 
Expand all | Collapse all
  1. 1m 32s
    1. Welcome
      1m 3s
    2. Using the exercise files
      29s
  2. 11m 33s
    1. Understanding the principles of successful meetings
      3m 56s
    2. Using technology
      2m 12s
    3. Meeting virtually (audio and video conferencing)
      2m 55s
    4. Understanding the importance of time management
      30s
    5. Deciding between group and one-to-one meetings
      2m 0s
  3. 22m 21s
    1. Determining whether a meeting is necessary
      2m 50s
    2. Scheduling the meeting
      3m 0s
    3. Establishing ground rules
      2m 50s
    4. Determining who is in charge
      3m 21s
    5. Having an agenda
      2m 50s
    6. Preparing development
      4m 30s
    7. Coming prepared
      3m 0s
  4. 26m 5s
    1. Budgeting time
      2m 32s
    2. Taking minutes
      2m 34s
    3. Opening
      2m 32s
    4. Presenting the development
      3m 38s
    5. Following up on commitments
      2m 24s
    6. Giving everyone a voice
      3m 32s
    7. Giving and taking feedback
      3m 14s
    8. Keeping meetings productive and on topic
      2m 27s
    9. Reviewing action items and closing the meeting
      2m 2s
    10. Reviewing minutes
      1m 10s
  5. 15m 39s
    1. Understanding the importance of the one-to-one
      2m 29s
    2. Deciding who to meet with in a one-to-one
      2m 50s
    3. Establishing a one-to-one schedule
      2m 44s
    4. Determining the one-to-one agenda
      1m 56s
    5. Listening effectively ("What do you need from me?")
      1m 36s
    6. Delegating effectively ("This is what I need from you.")
      2m 19s
    7. Reviewing action items and closing
      1m 45s
  6. 4m 12s
    1. Completing action items
      1m 16s
    2. Following up on action items delegated to others
      2m 6s
    3. Reassessing the effectiveness of meetings
      50s
  7. 49s
    1. Final thoughts
      49s

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold

Are you sure you want to delete this note?

No

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.