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If you want to conduct a positive and productive meeting, you need a written agenda.
      Without one, a meeting becomes too freewheeling and can drag on through irrelevant discussions.
      To run an agenda-based meeting most effectively, use these tips:
• Distribute the agenda ahead of time. If that’s not possible, then jot it down on a whiteboard or flip chart before the meeting begins.
• Limit the number of items. Three to five is sufficient for an hourlong meeting, and the more closely related they are, the better.
• Focus on the future. Agenda items should point toward tasks to be completed, not toward those of the past.
• Post a large copy of the agenda in the room. This way, everyone can see it, and items may be crossed out to indicate the closing of discussion.
• Organize the topics logically. They should flow smoothly, so participants can make easy transitions in their thinking.
• Plan breaks. Give time for information to sink in. Breaks also give the more “reflective” types time to digest information and form an opinion.
• Start and end on brief, positive items. Such a practice is psychologically uplifting and motivating.
• Include controversial items near the beginning. Energy and creativity levels are higher at the beginning of the meeting and can best be used to tackle these items.
• Suggest that attendees keep all agendas, handouts, and minutes in a binder. This practice makes refreshers easy.
--Adapted from Fat Free Meetings, by Burt Albert (Peterson’s)