Streamlining Communication: Agendas for Virtual Meetings

An agenda is a list of meeting activities in the order in which they are to be taken up. It usually includes one or more specific items of business to be acted upon. It may, but is not required to, include specific times for one or more activities. A good agenda sets the expectations for the meeting and lists items that need to be addressed. Agendas are a vital way to boost productivity and get the most out of your team calls. Today we will discuss best practices for meeting agendas in today’s virtual world:

Make sure to label the agenda with the topic, date, time, and the platform that will be used. Our team prefers to use Zoom. Labeling your agenda will give your team clarity, even if it’s a re-occuring call.

Clearly define the goals of the call. Do you need to go over a new product launch? Evaluate your break-even? Pitch a new idea? Make sure your goals make the list.

Make sure to set a time per topic. By setting time, you respect the time of your team members and stay on track.

Leave space for ice breakers and positive beginnings. This is crucial for team engagement.

Rotate team members to “host” the call. Giving team members a chance to lead really gives everyone a sense of ownership and value.

Let everyone share updates. What ‘s going well? What needs work? What action items needs to be taken? It’s important to know what’s going on within your team beyond what they have listed in your team’s project management platform.

Collaborate on urgent, old, or new business. This step makes sure key items are not missed. Does a decision need to be made? Do you need something by EOD? Was there something forgotten? Address it here.

Provide a place for notes and action items. Everyone should be clear on action items and priorities after the call.

Share it with the team. The agenda should be shared with the team before the call, you can also attach it to the calendar invite.

If you or a peer would like to learn more about managing a virtual team, please feel free to set up a call.

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