Creating Effective Agenda

I wanted to share an agenda technique that I use to design and run my meetings. I developed my spin on this technique from several sources including Scrum trainings, facilitation techniques, and outside learnings. This technique helps to focus the facilitator and attendees on desired outcomes. It also gives everyone involved a clear understanding of the methods to get to the desired outcome so that they can prepare.

For each agenda item (submitted at least a day before the meeting):

1. Title
2. Summary (optional): A brief summary of the item, issue, discussion point
3. Desired Outcome [Share information; Further Refinement; Provide Input; Make Decision; Improve Communication/Community]
4. Methods (optional): A brief description of the process(es) used to get to the desired outcome.
5. Time (optional): Helpful as a checkpoint to see if we need to schedule another meeting. Keep flexibility here. The goal is to reach the desired outcome or at least get closer to it.

Running the meeting

1. Check-in (i.e. the old “come-to-order” to signify the start)
2. Announcements (5 min)
3. Today’s Items (5 min)
   1. Review list of submitted agenda items.
   2. Rank items by priority and gain agreement.
   3. “We will likely not get to all items, so please speak up if you really want to discuss an item today.”
4. For each item starting with the highest prioritized item
   1. Summarize the topic
   2. Clarify the desired outcome
   3. Work towards the desired outcome using appropriate methods
   4. Identify and record key decisions, questions/concerns, and next steps
5. Meeting wrap-up (15 minutes before scheduled end of meeting or after the last item)
   1. Summarize next steps for all items
   2. Feedback
   3. Expectations for next meeting
6. Adjourn

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