How do you draw up an agenda for a meeting?

A meeting without an agenda… There’s a good chance the meeting will go off in all sorts of directions… Topics get mixed up, discussions drag on, and by the end nobody knows exactly what was decided. That’s why we’ve written this article: how do you draw up an agenda for a meeting?

An agenda brings structure to a meeting.

A good meeting agenda usually consists of:

• A brief opening
• The main topics for discussion
• an estimated time for each topic
• time for questions or any other matters
• a conclusion with action points

By drawing up an agenda in advance, you give the meeting a clear direction. Participants can prepare themselves and the discussion stays on track more effectively.

You’re not holding a meeting for no reason – you’re bound to have plenty to discuss. But without a clear structure, it’s easy to get bogged down in details or stray from the main topic.

An agenda helps to keep the meeting organised. Everyone knows what is on the agenda and how much time is allocated to each topic.

A meeting agenda ensures, for example, that:

• to ensure discussions don’t go off on a tangent
• Ensuring important topics are not overlooked
• so that participants can prepare more effectively
• Decisions are made more quickly

In short: an agenda helps to ensure that a meeting runs more efficiently and effectively.

A clear agenda makes a meeting much more enjoyable for everyone taking part. Here are the benefits at a glance:

• Bringing more structure to the discussion
  By agreeing on the topics in advance, the discussion remains well-organised.
• Better preparation
  Participants know what the meeting is about and can therefore prepare accordingly.
• Making more efficient use of time
  An agenda allows you to specify how much time is allocated to particular topics. This helps prevent discussions from going on just a little too long.
• Clearer decision-making
  If you communicate the agenda items in advance, it is also easier to reach a concrete decision at the end of the meeting.

An agenda actually has very few real drawbacks. That is why we prefer to call these ‘pitfalls’. Because there are a few situations in which an agenda does not work quite as well.

• Sticking too rigidly to the agenda
  Sometimes new ideas or important topics arise during a discussion. If you stick too rigidly to your agenda, this can be at the expense of spontaneous brainstorming. The chairperson can strike a good balance here.
• An agenda that’s too packed
  When there are too many items on the agenda, there’s little time left for real in-depth discussion. And that’s a shame, because sometimes you actually need to delve deeper to achieve good results.
• No room for interaction
  An agenda should provide direction, but it mustn’t completely stifle discussion. And that is exactly what happens if you draw up an agenda that is too specific.

Drawing up an agenda for a meeting is primarily about creating an overview. The format doesn’t have to be complicated.

Sample meeting agenda

1. Opening and announcements – 5 minutes
2. Review previous action points – 10 minutes
3. Main topic: project planning – 20 minutes
4. Decision-making – 10 minutes
5. Any other business – 5 minutes
6. Summary and action points – 5 minutes
7. Conclusion – 1 minute

By adding an estimated time for each topic, you can keep the meeting organised and prevent it from running over time.