Effective meetings are always a challenge. There are many guidelines and checklist available for meetings. But up to now I have not found a good template for an effective meeting agenda.
In my daily usage I identified the need for two different agenda formats depending on the length of the meeting or better the number of agenda topics.
Having a telco I always use following simple format (in case not many topics need to be covered) since years:
INITIAL SITUATION/AUSGANGSSITUATION
- Project status needs to be reported to steerco until Friday 12:00 CET
PREPARATION NEEDED / ERFORDERLICHE VORBEREITUNGEN (including owner)
- Please update your work packages until Thursday 10:00 CET Server Link (ALL)
- Please update action items status / resolution Server Link (ALL)
- Update reporting template (ML)
AGENDA
- Review interface issues between work packages (MW)
- Align on action items across work packages (MW)
- Align on Team Discussions items on project server (ML)
- Issues and risks to be aligned on (ML)
RESULTS EXPECTED OF THE MEETING/ ERWARTETE ERGEBNISSE DES MEETINGS
- Aligned view on the project status
NEXT STEPS AFTER THE MEETING/ NÄCHSTE SCHRITTE IM NACHGANG ZUM MEETING
- Report to be consolidated (ML)
- Report to be reviewed and send to steerco (MW)
For face2face workshops or long lasting telcos I prefer using following format also for many years:
| Berlin, Hauptstr. 14-16, 1.OG, Room E1.15a, Monday 05. Feb 2018 – CMO FMO Big Picture Goal: Common understanding of CMO and FMO Big Pictures and related activities Approach: Time Boxing Preparation: Presentation: Link on Server Materials: 2 beamers, moderation suitcase |
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| Time (CET) | Topic | Host | Input and preparation needed / Owner | Result expected / Owner | Attendees |
| 09:30 – 10:00 | Introduction and target of meeting | MW | Introduction – no preparation needed | All | All |
| 10:00 – 10:30 | CMO Picture Overall | LI | Slide deck / LI | Common understanding of the CMO | All |
| 10:30 – 10:45 | Break | All | |||
| 10:45 – 12:45 | CMO / FMO INM | LI | Understanding CMO slide deck on specific process / LI | Black Board FMO Picture / CS | LI, CS, MA, UA and UA |
| 12:45 – 13:30 | Lunch break in restaurant | All | |||
| 13:30 – 14:15 | CMO / FMO PRM | LI | Understanding CMO slide deck on specific process / LI | Black Board FMO Picture / CS | LI, CS, MA, UA and AB |
| 14:15 – 15:00 | CMO / FMO CHM | LI | Understanding CMO slide deck on specific process / LI | Black Board FMO Picture / CS | LI, CS, MA, UA and SE |
| 15:00 – 15:30 | CMO / FMO CFM | LI | Understanding CMO slide deck on specific process / LI | Black Board FMO Picture / CS | LI, CS, MA, UA and ME |
| 15:30 – 15:45 | Coffee Break | All | |||
| 15:45 – 16:15 | CMO / FMO CPM | LI | Understanding CMO slide deck on specific process / LI | Black Board FMO Picture / CS | KE, CS, MA, UA and KL |
| 16:15 – 17:00 | Wrap up and next steps | MW | Action item log updated. / MW
Work package descriptions amended. / work package owners Steering Board Decision preparation / LI |
All | |