Meeting Agenda

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
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