{"id":9094,"date":"2022-02-03T17:45:27","date_gmt":"2022-02-03T13:45:27","guid":{"rendered":"https:\/\/krisp.ai\/blog\/?p=9094"},"modified":"2024-07-04T14:53:24","modified_gmt":"2024-07-04T10:53:24","slug":"effective-meeting-agenda","status":"publish","type":"post","link":"https:\/\/krisp.ai\/blog\/effective-meeting-agenda\/","title":{"rendered":"How to Create Effective Meeting Agendas for Online Calls"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">\u201cThis could\u2019ve been an email.\u201d \u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">How many <\/span><a href=\"https:\/\/krisp.ai\/blog\/virtual-meeting-etiquette\/\"><span style=\"font-weight: 400;\">online meetings<\/span><\/a><span style=\"font-weight: 400;\"> have you attended in the past month made you think just that? Now, how many of those meetings had detailed agendas? A call without an effective meeting agenda usually ends up feeling like a waste of time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And yet, most of us are signing into online calls without knowing what will be discussed. A <\/span><a href=\"https:\/\/www.intrado.com\/en\/whitepaper\/cloud-collaboration\/survey-finds-meeting-fatigue-myth#\"><span style=\"font-weight: 400;\">2021 Intrado survey<\/span><\/a><span style=\"font-weight: 400;\"> of 250 U.S. employees found that <\/span><b>only 37% say their work meetings always have an agenda<\/b><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Whether you\u2019re fully remote or a <\/span><a href=\"https:\/\/krisp.ai\/blog\/hybrid-meetings\/\"><span style=\"font-weight: 400;\">hybrid team<\/span><\/a><span style=\"font-weight: 400;\">, having an effective meeting agenda can be a gamechanger for your productivity\u2014if you know how to do it right. Below, we\u2019ll go over 14 tips for crafting an agenda that will keep your meetings concise, on track, and efficient. Your colleagues will thank you for it!<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Why Does an Effective Meeting Agenda Even Matter?<\/span><\/h2>\n<ul>\n<li aria-level=\"1\"><b>It eliminates unnecessary meetings.<\/b><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The very act of creating a meeting agenda will reveal whether the meeting needs to happen or not. When you have to get intentional about your next call and outline its objectives and processes, it will become abundantly clear whether a meeting will be a waste of time or a wealth of knowledge.<\/span><\/p>\n<ul>\n<li aria-level=\"1\"><b>It makes meetings shorter.<\/b><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">When every attendee knows what they\u2019re supposed to be doing at the meeting, there\u2019s no fumbling for words and no awkward silences as people try to figure out what to discuss next. That makes meetings shorter, and who doesn\u2019t love a shorter meeting?<\/span><\/p>\n<ul>\n<li aria-level=\"1\"><b>It makes them more productive.<\/b><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Instead of jumping onto a call and meandering to different unplanned topics, you\u2019ll have a detailed roadmap of where to go and how to get there quickly.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">14 Must-Have Tips for Creating an Effective Meeting Agenda for Your Next Video Call<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Now that you see how essential an effective meeting agenda is for <\/span><a href=\"https:\/\/krisp.ai\/blog\/future-of-productivity\/\"><span style=\"font-weight: 400;\">your productivity<\/span><\/a><span style=\"font-weight: 400;\">, let\u2019s go over some tips for crafting one for your next call.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Take advantage of free meeting agenda templates<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">There\u2019s no need to reinvent the wheel when there are plenty of meeting agenda templates available online for <\/span><i><span style=\"font-weight: 400;\">free. <\/span><\/i><span style=\"font-weight: 400;\">Simply download a template from one of the options below and begin filling it out or customizing it based on the rest of the tips on this list.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/templates.office.com\/en-us\/agendas\"><span style=\"font-weight: 400;\">Microsoft Office<\/span><\/a><span style=\"font-weight: 400;\"> (Word, Excel, and PowerPoint)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.hugo.team\/meeting-templates\"><span style=\"font-weight: 400;\">Hugo<\/span><\/a><span style=\"font-weight: 400;\"> (Hugo, Microsoft Word, and Google Docs)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/fellow.app\/blog\/meetings\/free-meeting-agenda-templates-google-docs\/#project\"><span style=\"font-weight: 400;\">Fellow<\/span><\/a><span style=\"font-weight: 400;\"> (Google Docs)<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">2. Define the meeting\u2019s objective.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Okay, this sounds obvious, right? But too often, we have meetings on our calendars that simply say \u201cWebsite Launch,\u201d with little context. Start getting specific. For every meeting agenda, begin with context plus an objective.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, you might have a website launch meeting agenda that says:<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Context:<\/b><span style=\"font-weight: 400;\"> We\u2019re planning to launch our new website in Q4, and we just got the mockups back from our designer.\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Meeting objectives: <\/b><span style=\"font-weight: 400;\">Let\u2019s review the mockups, discuss what we want to keep and what we want to change, and confirm our launch timeline.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">3. Give each item a goal and outline the steps you\u2019ll take to reach it.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If you have a longer meeting with lots to discuss, be sure that each item on the agenda has a goal and a process to achieve it. For example, for a rebranding campaign meeting, you might have the agenda item of \u201cDiscuss new taglines,\u201d but be sure to add details beneath it, such as:<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Goal: <\/b><span style=\"font-weight: 400;\">Narrow it down to three taglines that are most aligned with our new brand.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Steps:<\/b><\/li>\n<\/ul>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">How do we define our new brand?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Which taglines are most aligned to our new brand, and why?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">End with a vote. The top three advance to the next round.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">By having a specific goal for each item <\/span><i><span style=\"font-weight: 400;\">and<\/span><\/i><span style=\"font-weight: 400;\"> a breakdown of how you\u2019ll get to that goal, you\u2019ll end up having a much more effective meeting.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Allot a set amount of time for each item of discussion.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">This is a step many people fail to take: Once you have your basic list of items you know you need to discuss, estimate how long it will take to get through each item. Then, add buffer time (a few minutes or so). Why? Because things usually take longer than you might expect, and there might be people who end up talking more than others.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Estimating how long each topic will take <\/span><i><span style=\"font-weight: 400;\">and <\/span><\/i><span style=\"font-weight: 400;\">adding buffer time on top of that ensures you have enough time to go over everything during the meeting.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Speaking of talk time, did you know that there\u2019s an app that can monitor how much time you\u2019re doing the talking versus letting other attendees speak? <\/span><a href=\"http:\/\/krisp.ai\/\"><span style=\"font-weight: 400;\">Krisp<\/span><\/a><span style=\"font-weight: 400;\"> not only blocks distractions during online meetings but also shows you what percentage of the time you\u2019ve been speaking. This is useful if you\u2019re trying to be inclusive and yield the floor to others or if you\u2019re trying to be more assertive and speak your mind during meetings.<\/span><\/p>\n<p>[demo-new]<\/p>\n<h3><span style=\"font-weight: 400;\">5. Don\u2019t try to cram too many topics into one meeting.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">How can you prevent this? First, decide how long the meeting will be (preferably, no longer than one hour). Then, work backward. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, if you know you have 60 minutes and each topic will take 10 minutes to discuss, you can have a maximum of six items on the agenda. And even then, that\u2019s not ideal because you\u2019ll likely need buffer time to ease the transition into each new topic. So, realistically, you\u2019re looking at five topics max.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you find that you want to discuss more items than can fit into one meeting, either save the excess items for another meeting or see how you can discuss those via email instead.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">6. Outline who will be responsible for leading the discussion of each topic.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Each agenda item should have an \u201cowner,\u201d the person responsible for <\/span><a href=\"https:\/\/krisp.ai\/blog\/how-to-lead-a-conference-call\/\"><span style=\"font-weight: 400;\">leading the discussion<\/span><\/a><span style=\"font-weight: 400;\"> of that particular topic. This ensures everyone knows what they are contributing to the meeting and prevents any one person from being spread too thin. It also helps the meeting move along smoothly, since everyone knows what they\u2019re responsible for.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">7. List all meeting participants<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">No one wants to attend a party without knowing who\u2019ll be there, right? It\u2019s the same with meetings. Be sure to include a list of all the participants to provide context for the meeting.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">8. Choose a meeting facilitator<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The meeting facilitator\u2019s job is to start the meeting, make sure all attendees stick to the agenda, transition smoothly to the next item of discussion, and end the meeting promptly. If you value efficiency, this is an important job!<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">9. Assign a notetaker<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Often, everyone feels like they need to be taking notes during meetings, which takes their attention away from the discussion. While it may come down to personal preference, you can relieve some attendees of that pressure by letting them know that there will be an official notetaker and that meeting minutes will be shared afterward. This frees up everyone to be fully present to the discussion.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p>Additionally, with <a href=\"https:\/\/krisp.ai\/meeting-minutes-app\/\">automated meeting minutes<\/a>, the note-taking process is no more a troublesome task.<\/p>\n<h3><span style=\"font-weight: 400;\">10. Outline any actions attendees need to take <\/span><i><span style=\"font-weight: 400;\">before<\/span><\/i><span style=\"font-weight: 400;\"> the meeting begins<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">To help everyone arrive fully prepared, be sure to include any action items they need to complete before the meeting begins. For example:<\/span><\/p>\n<ul>\n<li><b>Do they need to review anything?<\/b><span style=\"font-weight: 400;\"> If you\u2019ll be discussing a particular project, make sure they have the materials they need to review to have enough context for the meeting.<\/span><\/li>\n<li aria-level=\"1\"><b>Do they need to brainstorm ideas? <\/b><span style=\"font-weight: 400;\">Brainstorming sessions are fun, but sometimes it helps to ask your team to begin brainstorming ideas before the meeting, so their creative juices are flowing by the time it starts.<\/span><\/li>\n<li aria-level=\"1\"><b>Do they need to install any software?<\/b><span style=\"font-weight: 400;\"> In addition to an agenda, having your attendees install a noise-cancelling app like <\/span><a href=\"http:\/\/krisp.ai\/\"><span style=\"font-weight: 400;\">Krisp<\/span><\/a><span style=\"font-weight: 400;\"> can help your meeting become even more effective. During the online call, Krisp will eliminate distractions like room echo or background chatter so you can focus on the task at hand.<\/span><\/li>\n<\/ul>\n<p>[demo-new]<\/p>\n<h3><span style=\"font-weight: 400;\">11. End each meeting agenda with a wrap-up\/next steps section<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">No one likes signing off from an online meeting without any idea of what they learned or what they\u2019re supposed to do next. At the end of every meeting agenda, be sure to have a \u201cNext Steps\u201d or \u201cAction Items\u201d section so everyone walks away with a clear direction.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">12. Don\u2019t forget to add the link to the online meeting<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Scrambling to find a Zoom link 30 seconds before the call begins is a universal experience. Is it buried in your Slack messages? Lost in your email inbox? Or did the host text it to you? By having everything for the meeting (including the link to it!) housed in the agenda, attendees can easily find what they need in one place.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">13. Add any extra details that might be helpful\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">At the bottom of the agenda for an online meeting, it can be helpful to answer the following:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Will all participants need to have their cameras on or off?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Will the meeting be recorded?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">If so, will the recording be made available to all participants?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Will meeting minutes be made available too?<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">This is a courteous gesture and can help attendees be prepared to look presentable and give them the comfort of knowing if they miss something during the call, they can watch it later or read over meeting minutes.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">14. Ask all meeting attendees to review the agenda beforehand<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve put together your meeting agenda, email it to the attendees and ask them to reply with any changes they&#8217;d like to see.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Why? Sharing the agenda and asking for feedback on it improves efficiency. First, there might be something on the agenda that has already been resolved and doesn\u2019t need to be discussed further. And second, an attendee might look at the agenda and realize they don\u2019t actually need to be there, saving them an unnecessary call.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">An Effective Meeting Agenda Will Save Your Next Video Call<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">You wouldn\u2019t get into a car for a road trip without first mapping out your journey. So why sign into another <\/span><a href=\"https:\/\/krisp.ai\/blog\/video-conference-best-practices\/\"><span style=\"font-weight: 400;\">video call<\/span><\/a><span style=\"font-weight: 400;\"> without an effective meeting agenda? It\u2019ll prevent your meeting from meandering off its intended path, which always ends up wasting people\u2019s time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By getting into the habit of crafting an effective meeting agenda before every call, your attendees will never again think, \u201cThis could\u2019ve been an email.\u201d<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Want to boost meeting productivity? Install <\/span><a href=\"http:\/\/krisp.ai\/\"><span style=\"font-weight: 400;\">Krisp<\/span><\/a><span style=\"font-weight: 400;\"> for free to automatically eliminate background noise on every call.<\/span><\/h4>\n<p>[demo-new]<\/p>\n","protected":false},"excerpt":{"rendered":"<p>\u201cThis could\u2019ve been an email.\u201d \u00a0 How many online meetings have you attended in the past month made you think just that? Now, how many of those meetings had detailed agendas? A call without an effective meeting agenda usually ends up feeling like a waste of time. And yet, most of us are signing into [&hellip;]<\/p>\n","protected":false},"author":33,"featured_media":8585,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"two_page_speed":[]},"categories":[314],"tags":[],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.2 (Yoast SEO v23.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Create Effective Meeting Agendas for Online Calls - Krisp<\/title>\n<meta name=\"description\" content=\"Having an effective meeting agenda is a gamechanger for your productivity. Check 14 tips for crafting an agenda to keep your meetings efficient.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/krisp.ai\/blog\/effective-meeting-agenda\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Create Effective Meeting Agendas for Online Calls - Krisp\" \/>\n<meta property=\"og:description\" content=\"Having an effective meeting agenda is a gamechanger for your productivity. Check 14 tips for crafting an agenda to keep your meetings efficient.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/krisp.ai\/blog\/effective-meeting-agenda\/\" \/>\n<meta property=\"og:site_name\" content=\"Krisp\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/krispHQ\/\" \/>\n<meta property=\"article:published_time\" content=\"2022-02-03T13:45:27+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2024-07-04T10:53:24+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/krisp.ai\/blog\/wp-content\/uploads\/2021\/09\/X-best-standup-tools.png\" \/>\n\t<meta property=\"og:image:width\" content=\"610\" \/>\n\t<meta property=\"og:image:height\" content=\"490\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Amy Rigby\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@krispHQ\" \/>\n<meta name=\"twitter:site\" content=\"@krispHQ\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/krisp.ai\/blog\/effective-meeting-agenda\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/krisp.ai\/blog\/effective-meeting-agenda\/\"},\"author\":{\"name\":\"Amy Rigby\",\"@id\":\"https:\/\/krisp.ai\/blog\/#\/schema\/person\/2c929f26e8337d3a5455bb575bdfcba0\"},\"headline\":\"How to Create Effective Meeting Agendas for Online Calls\",\"datePublished\":\"2022-02-03T13:45:27+00:00\",\"dateModified\":\"2024-07-04T10:53:24+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/krisp.ai\/blog\/effective-meeting-agenda\/\"},\"wordCount\":1766,\"commentCount\":2,\"publisher\":{\"@id\":\"https:\/\/krisp.ai\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/krisp.ai\/blog\/effective-meeting-agenda\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/krisp.ai\/blog\/wp-content\/uploads\/2021\/09\/X-best-standup-tools.png\",\"articleSection\":[\"Meeting Productivity\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/krisp.ai\/blog\/effective-meeting-agenda\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/krisp.ai\/blog\/effective-meeting-agenda\/\",\"url\":\"https:\/\/krisp.ai\/blog\/effective-meeting-agenda\/\",\"name\":\"How to Create Effective Meeting Agendas for Online Calls - Krisp\",\"isPartOf\":{\"@id\":\"https:\/\/krisp.ai\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/krisp.ai\/blog\/effective-meeting-agenda\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/krisp.ai\/blog\/effective-meeting-agenda\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/krisp.ai\/blog\/wp-content\/uploads\/2021\/09\/X-best-standup-tools.png\",\"datePublished\":\"2022-02-03T13:45:27+00:00\",\"dateModified\":\"2024-07-04T10:53:24+00:00\",\"description\":\"Having an effective meeting agenda is a gamechanger for your productivity. 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