Often, business meetings can be very fruitless just because someone assumed the meeting will run its course. Typically this is because the meetings lack an agenda in the first place, a specified function, and objectives other than to discuss everything and anything under the sun.
Things You Will Need
A plan as to what to discuss during the meeting
List of attendees
Where to hold the meeting
When to hold the meeting and for how long
In any meeting agenda for a private company, the following vital sections should be adhered to:
The header is particularly useful if attendees belong to an assortment of companies:
- Company Name
- Company Meeting Agenda
- Starting and Ending Time
The body of the agenda lists the actual items to be covered during the meeting. At the end of each item put a suggested time allotted.
- Welcome/Introductions/Warm-Up Activity â€“ Doing one of these is particularly helpful for companies that wish to incorporate a sense of team-building and an air of light heartedness. It is also a cheat sheet for killing time till the late comers come around. (10 min)
- Approve/adopt previous meeting minutes â€“ Good way of having follow up to important issues. (5 min)
- Discuss the topics with a vote. This will usually be broken up into several parts, and will take up the bulk of the meeting. This is where you would include items like "Review monthly budget" or "Discuss changes to profit-sharing arrangements" or "Approve new stock options scheme". (60 min total)
- Announcements â€“ keep the controversial ones at bay, such as salary changes. (10 min)
- Decide on time and agenda for next meeting. (5 min).
Public agendas are compulsory by rule of thumb and will be to be pre-approved before the meeting and cannot be strayed from. However, agendas for private companies are often easier to manage.
Tips & Warnings
The meeting function should be stated evidently in an agenda provided well ahead of time of the meeting date, which ensures that attendees have enough time to prepare the prerequisites of the meeting. This will allow the meeting to be even more effective. The agenda should also state the meeting's objectives so the correct people attend the meeting instead of inviting the whole office down.