Meetings can be one of the most effective ways to get business tasks done. They can help to generate ideas, organise projects and gives you valuable time with co-workers and clients. However meetings can be time consuming and often a time-wasting experience if managed poorly. It’s essential that meetings are run efficiently or they could end up affecting your company’s productivity. Preparing an effective meeting agenda will ensure that you get the most out of your meeting.

Set your objectives?

Why are you holding the meeting? This is often a forgotten step and can immediately derail any meeting. Establish what you want to achieve and the ideal outcome. Whether you want to brainstorm ideas? Give your team an opportunity to discuss a new project? Or devise a solution to a business problem? It’s important to have a clear idea of what needs to be achieved before the meeting. This will allow you to decide if the meeting is required, who you want to be there, what equipment should be used and what type of meeting room is suitable. Your objectives are the basis of any agenda and should be constantly referred to before, during and after the meeting.

Invite required participants

Ensure only key people are invited

• Avoid too many in the meeting – this can prevent all from having a voice – Meeting will become too crowded and lose focus

• Too few attendees – meeting has a lack of knowledge – leadership & skill and general input

Both hinder valuable discussions

Once you’ve determined who you want to attend the meeting, invite the participants. When sending out the initial invite inform them of the meeting’s objectives and ask them to let you know of any relevant issues they’d like to add to the agenda. Once you’ve received the replies take a look at what people would like to be raised and decide whether they fit the objectives of the meeting. Any issues that will cause you to get sidetracked consider addressing in another meeting or other appropriate forum.

By now you should have an idea of numbers and what you will need so that the meeting runs as smoothly as possible. Book a meeting room that is suitable. If you don’t have the facilities consider hiring a meeting room at a serviced business centre that caters for situations like yours.

Be realistic about the timing

Be realistic about the time it takes to carry out each task of the meeting. Prioritize your agenda items and allocate a set amount of time for each topic. Allow sufficient time for discussions and breaks should your meeting be more than an hour. Establish a time-line as this will form the bulk of your agenda.

Distribute the agenda

The meeting’s agenda should be sent out to participants as far in advance of the meeting as possible. The agenda should include the objectives of the meeting, the list of items up for discussion, who they’ll be raised by and how much time has been dedicated to each topic.

This gives attendees a better idea of they can expect to be achieved in the meeting and allows them to come fully prepared. Give full details of where and when the meeting will be held; if it’s at an offsite business centre include instructions on how to get there. If you would like people to bring any equipment or have certain tasks completed by the meeting let them know as far in advance as possible. This will all save valuable time and allow your meeting to be as productive as it can be.

By setting out your goals, being realistic about what you can cover and being organised you can set out an agenda that will guarantee an effective meeting.

Create the right impression

It’s important to create the right atmosphere as this will help set the tone for your meeting. Make sure your surroundings are comfortable, wobbly desks and chairs, inadequate room temperatures can all make attendees uncomfortable and distracted which can result in them losing concentration.

Confirm the necessary equipment is available. Broken or poor quality equipment can leave attendees frustrated and disrupt the flow of the meeting. Supply plenty of refreshments such as tea, coffee and water as this will keep attendees hydrated and focused. Regular breaks are a must for meetings lasting more than an hour, this helps prevent the feeling of "cabin fever" allowing attendees to take a breath of fresh and time to regroup.