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By Christopher W. Tremblay, Ed.D., Executive Director of Enrollment Management at the University of Michigan, Editor-in-Chief of ̽»¨Â¥ College & University Journal, Director of ̽»¨Â¥ Strategic Enrollment Management Endorsement Program

We’ve all been there. We’re at a meeting that is going nowhere and the purpose is unclear. No one prepared an agenda. And then conversations spiral off-topic, key points are not tracked and therefore forgotten, and meetings run over and sometimes without resolution. This results in wasted time, frustrated staff members, and missed opportunities. Most people who know me know that stuff drives me crazy.

There is one skill I learned from one particular undergraduate course, “Group Problem Solving,” that I use every day in my job: agendas.   

Essentially, I learned that every meeting should have an agenda for effectiveness. And so, to this day, every meeting I lead always has an agenda. This article will offer some insights and practical tips about agendas as a productive way to run meetings.

History of ‘Agenda’

," meaning "to do" or "to act." In Latin, "agenda" is the neuter plural of "agendus," which means "things to be done.” The word literally translates as "things that must be done" or "matters requiring action." This is probably why I love agendas—I love accomplishing tasks.

Contents of an Agenda

Agendas can be short or long. This depends on the purpose of the meeting. I’ll offer some suggestions for possible contents of an agenda:

• Welcome/Introductions: This gives everyone an opportunity to know who is who (if needed), and also helps break the ice for people meeting for the first time.

• Purpose of the Meeting/Call: This is the most important part of an agenda. It sets the stage for the reason for the conversation. Is this a meeting to discuss a situation or is it designed to solve a problem? Is it a brainstorming session?

• Topics for Discussion: This is an outline of what will be discussed and can be a preview for attendees. You can also go one step further and allocate time for each topic to use your limited time wisely.

• Action Items/Follow-Up: This is the second most important part of an agenda item and is critical to ensure that this meeting isn’t the end of what was being discussed. Identifying the next steps and who’s responsible by what date helps translate conversation into action and results. This holds everyone accountable.

Ripple Effects of Agendas

• Increased Participation. I would argue that people contribute more when they know the plan for the meeting and how they fit in.

• Faster Decision Making. Agendas ensure that less time is spent figuring out what to discuss and more time is focused on the real topics at hand.

• Respect for Everyone’s Time. This shows that you value everyone’s schedule.

• Meeting Culture Shift. This sets the expectation that meetings have a purpose and can be an effective way of working.

Other Considerations

Prepare your agenda at least one or two days before the meeting/call. You might even want to send it out in advance as a preview. This also helps attendees prepare for the discussion. Don’t include too many topics—three to five is just about right; more topics may necessitate a follow-up meeting.

Agendas are tools for transparency, communication, collaboration, and effectiveness. Remember that agendas are about being intentional.

I have likely prepared more than 3,000 agendas in my career thus far. And every time I create an agenda, I think of Dr. Paul Yelsma of Western Michigan University, who taught me this valuable skill.

So … when is the next meeting you’re hosting, and have you prepared its agenda? If not, get to it.