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How to Prepare a Meeting Agenda

A meeting without a clear agenda tends to run long and decide nothing -- here is how to build one that keeps things moving.

  1. Define the purpose of the meeting

    Decide first whether this meeting exists to share information or to make a decision -- that shapes everything else about how you run it.

  2. List topics in priority order

    Order the topics to discuss by importance and urgency, so that even if time runs short, the most critical items get covered first.

  3. Allocate time for each topic

    Assign an estimated amount of time to each agenda item so the meeting has a real chance of ending on schedule.

  4. Share materials in advance

    Send along anything attendees should read beforehand so they can walk in already prepared.

  5. Assign roles to attendees

    Decide in advance who will present, who will take notes, and who has the authority to make the final call.

  6. Distribute the agenda ahead of time

    Send the agenda out at least a day in advance so attendees have time to form their own thoughts before the meeting.

A meeting without an agenda wastes time

The number one reason meetings run long is that nobody decided ahead of time what needed to be decided. Working out and sharing the topics and goals before you call the meeting means attendees show up already prepared, and the group can reach conclusions in far less time.

Keep a parking lot for anything off-topic

When an unplanned topic comes up mid-meeting, resist the urge to dive in immediately. Note it in a "parking lot," revisit it if time allows at the end, or schedule it as a follow-up discussion -- this keeps the main agenda from getting derailed.

Frequently Asked Questions

How do I handle it when there are too many agenda items?

Rather than trying to cover everything in one sitting, narrow it down to the three or four highest-priority items and push the rest to a future meeting or a separate discussion -- this is usually far more effective.

What if an unplanned topic comes up during the meeting?

Rather than letting it derail the flow, note it as a parking-lot item to revisit if time allows, or set it up as a separate follow-up discussion.