You can balance the contents of an agenda with the time available for the meeting in several ways. While these “structural” elements can go a long way toward improving the atmosphere and effectiveness of the meeting, we also need to consider the human factor in the planning of any agenda.
Each meeting is unique in the sense that the context of the group can change between one meeting and the next.
The spirit of the participants will be affected by factors in their personal lives as well as in their workplace. Any template that is used to plan an agenda (and it is highly recommended to do so – see the free download below) must be subject to modification according to the particular circumstances that surround each group encounter.
Here is a list of some of these “human” aspects to consider when designing an agenda.
Analysis of the group context
The group is
___ Meeting for the first time
___ Meeting again after a long period
___ About to dissolve (this is the last meeting)
____ All know each other
____ There are some new people
____ Have conflicts with each other
____ Are culturally diverse
The group is
____ In crisis
____ Under stress, worried
____ Celebrating a victory or mourning a loss
Lately, meetings have been
____ Not productive
____ Exceeding allotted time
____ Very productive
____ Finished on time (or earlier!)
The topics to discuss are
Other factors to consider
Having analyzed the context, we must ask ourselves, to achieve the objective of this meeting
- What do we have to keep doing or do more?
- What do we need to change?
- Who can help us?
- Is this meeting really necessary?