While it is true that there is no guarantee that your project will go as planned, it does not mean that you should not create one. As part of the project management, you have to make a project plan to address as many parts of the project as you can. The parts you have to cover may include a team agenda, which we are going to discuss in this article.
What is a Team Agenda?
A team agenda is a plan that consists of items that a team intends to address. You can use team agendas in activities, such as weekly performance improvement meetings, marketing staff meetings, monthly team meetings, employee meetings, board meetings, conferences, project status meetings, and school alumni reunions, among others.
What Should You Include in the Agenda?
The contents you involve may depend on what activity you are going to conduct. For example, you are planning to hold a consultant meeting. You may want to use a consultant meeting agenda, which intends explicitly to suffice consultant meeting needs. However, you can also use the following format, which can serve the same to any team activity.
1. Informational Items
If you intend to share information about employee attendance policy updates or any announcements, you can include this section in your operation. If the information that you want to disseminate is quite long, you may want to refine it and present it with bullet points to show its essential parts. By doing so, you can ensure that the attendees will quickly comprehend the information that you intend to share and lessen the discussion time duration, allowing you to finish the discussion on or before the time.
2. Action Items
If you are planning to conduct a weekly performance improvement meeting that is intended to review the group’s performance for a specific week or any period, then you can include it on the action items. For more information on how to manage action items, check our article about the meeting action list.
3. Discussion Topics
For a more interactive team activity, you can also include a segment where the team can provide input, such as feedback sessions and discussions. In this part, you can also include the team action plan, which follows the action items. Discussion topics can also be beneficial to include if you plan to present informational items, such as policy changes. Through this segment, they can express how they feel about the changes, allowing you to make necessary improvements.
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How to Create an Effective Team Agenda
May it be a team meeting or any group activity, if you intend to run it effectively, you need to implement relevant best practices, which we are going to explain in this section.
1. Ask Ideas From Your Team Members
Make your activity more engaging by getting ideas from the members themselves. Even if you already know which topics to discuss or activities to implement, it is essential to know the best way to deliver it, which you can do by asking inputs from your team. However, in doing it, you also have to be wise. You can get several ideas from them, but you need to choose the ones that will actually work along with your motives.
2. Be Mindful of the Time
It is quite common in the team activities to spend more time in particular segments than the initial expectation, which can result from rushing the next parts to tackle or to extend the meeting duration to accomplish the meeting goals. Other consequences may include additional costs, especially if you are renting a place to conduct the activity. Luckily, you can avoid this situation by setting a realistic timeline.
3. Develop a Process for Each Agenda Item
We have mentioned that to ensure the team’s engagement, asking ideas from the group can be a big help. Yes, it is true. With the information that you have gathered from that brainstorming session, come up with a process that will ensure the success of each item you address or perform. Setting a benchmark that you can quickly achieve to measure each item’s completion can make this process more effective.
4. Set the Goals
Clearly set organizational or business goals to boost the productivity of your employees and lessen the turnover rate of the employees. It will also allow your team to implement its strategy effectively. It will also be of big help if you are knowledgeable about setting smart goals, which are referring to the objectives that are specific, measurable, attainable, relevant, and time-bound.
Additionally, you can include meeting schedules, meeting notices, checklist, a list of attendees, evaluation form, and feedback forms for a more organized team activity.
Obtaining a team agenda can indeed help your team make significant progress. However, it is also critical to account for the other relevant factors towards your goal attainment. Fortunately, you can anticipate some of them by creating a strategic plan, but don’t let your guard down just yet. Take note that other aspects may come your way at the state where you least expect, but it does not mean that you cannot deal with them. Do it by spending time learning about the plans that will anticipate these obstacles.
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