Meetings are essentially called upon to discuss certain topics that require the two or more meeting members to attend the meeting with full concentrated efforts and engagement upon these topics. However, if the meeting discussion flow is disrupted, which oftentimes than not it is, the entire meeting ends up wasting each members' time and energy without much reflection or resolution to the originally intended discussions. The meeting in itself becomes pointless. That is why it is crucial to set a meeting agenda to hedge away all the unnecessary derailments and time wasted.
So, the question is, how can you stick to your intended agenda?
1- Focus on your list of invitees:
Often times than not, there are one too many members that are invited who may not have much association to the outcomes you wish to reach with the purpose of this meeting. You need to make sure that you know exactly what you are asking of your attendees and what the attendees can offer you during your meetings. Analyzing these expectations is essentially the best way to eliminate those who will have a useful presence with those who will end up being wallflowers during your meetings.
2- Share the meeting agendas beforehand so that everyone can come prepared:
Preparation is key to any meeting. However, being prepared falls not just on the meeting leader, but also on those who are invited to attend as well. Having meeting member aware of what they can expect to encounter during their meetings can enable better more lively discussions that are more concentrated on your meeting topics. You can use adam.ai as your agenda setting tool enables that helps you set, edit, and share meeting agendas before the meeting with other participants.
3- Be open and flexible to amending your meeting agenda:
It is important to share your meeting agenda before the meeting not only to have meeting members come more prepared but also for them to suggest what they feel are points that need to be discussed. That why, meeting leaders can also come revise and prioritize each agenda item accordingly. This is also a great way to create a more concrete meeting communication flow structure and decrease interruptions. adam.ai also has a feature that automatically allows meeting members to share their suggestion before the meeting in order for you to alter the agenda.
4- Abide by your meeting agenda:
It is important to commit to and respect the agenda that was shared and agreed upon in order to stay on track. With adam.ai, for instance, users can use the agenda-setting tool to maintain the intended structure of your meeting agenda. Every meeting member has the luxury of seeing the agenda items at all times in order to ensure that the topics are visible for a more awareness of the structure before as well as during the meeting. Each agenda item can also be set with a dedicated duration timer, which ensures that all discussions do not go over any time limits. Meeting members are ultimately more conscience of the agenda.
5- Assign a time for derailments:
Off-topic discussions during meetings is an innately human behavior. Even though these derailments can be discouraging, it can help increase team spirit and synergy if managed well. That is why it is crucial to actually schedule time in your agenda for your team to have their derailments. Furthermore, by adding this to your schedule, you will be able to manage your time better in accordance to these unavoidable human behaviors.
Agendas are a great factor in ensuring that the meeting members come more prepared to their meetings. Whether it enables more communication or less distractions, it is a crucial practice that supports your meetings. adam.ai thrives on providing its users with a well-orchestrated agenda-setting tool that goes beyond just the basic setting and sharing features. You can benefit from the built-in timer that eliminates any wasted time and helps reinforce everyone's commitment to the meeting's agenda. Try adam.ai today and learn more about how you can steer your meetings to more manageable and effective outcomes.