Hey there, fellow meeting enthusiasts! Monica Joy Krol here, your unedited Facilitation Artist, and welcome back to "Confessions of a Facilitation Artist"! This week, we're diving deep into a topic that can make or break a meeting, agendas!
Setting the Stage: The CONFAB Framework
If you're new here, I've been working through my CONFAB framework for effective meetings:
* Clarify your goals, purpose well stated.
* Open engagement, keep all captivated.
* Navigate the agenda, well prepared and clear.
* Frame time wisely, keep efficiency near.
* Annotate with visuals, ideas that last.
* Bring key takeaways, action items cast.
We've already covered clarifying goals and open engagement. Today, it's all about navigating the agenda!
A Quote to Kick Us Off
I've been on a quest to find insightful meeting quotes, and this one from Patrick Lencioni really resonates:
“The majority of meetings should be discussions that lead to decisions.”
The Agenda Advantage
Let's face it: meetings can be a mixed bag. Some are engaging and productive, while others leave us wondering why we even bothered to show up. A well-structured agenda is often the key difference.
Agendas:
* Provide a roadmap for your meeting.
* Ensure everyone is on the same page and understands the objectives.
* Keep discussions focused, preventing tangents.
* Encourage participation because people know how to show up.
* Lead to better decision-making and clear action items.
Crafting Your Agenda: Prioritization is Key
So, how do you create a “good” meeting agenda? I start by considering the purpose and objectives – the "end in mind" that I hope to achieve. Then, I prioritize topics using the Eisenhower Matrix.
No, not like The Matrix. However, once you start to see the power of this framework, you can’t unsee it!
The Eisenhower Matrix for Meetings
If you're not familiar, the Eisenhower Matrix (popularized by Stephen Covey in "The 7 Habits of Highly Effective People") is a tool for prioritizing tasks based on urgency and importance. I adapt it for meetings:
Critical Discussions (Important & Urgent): These get 30-60% of your meeting time.
Strategic Discussions (Important, Not Urgent): Carve out a smaller percentage of time to remind people these topics are important, even if they aren't pressing right now.
Burning Topics (Urgent, Not Important): Reserve only about 10-15% of meeting time for these. It's a chance to address urgent issues that may not align directly with the meeting's core purpose.
Delegated Topics (Not Important, Not Urgent): These are topics that can be addressed outside the meeting, either through a smaller huddle or a quick video explanation.
By prioritizing topics in this way, you can create an agenda that focuses on what truly matters.
Key Takeaways
Remember, a well-crafted agenda is the backbone of a successful meeting. It sets expectations, fosters collaboration, and helps you achieve your desired outcomes.
As Douglas Ferguson, CEO of Voltage Control might say:
"No agenda, no meeting!"
Don't be afraid to ask for the agenda or purpose if you're invited to a meeting without one. As a participant you have the right to understand how you are expected to show up.
More Ways to Connect & Learn
Voltage Control Meetups: Check out Voltage Control to find a regional meetup near you! I lead the Facilitation Lab Grand Rapids – join us on February 28th at Squibb Coffee and Wine Bar! Register so we know you’re coming!
Join My Facilitation Masterclass Waitlist: https://monicajoykrol.lpages.co/waitlist-meeting-kitchen-masterclass/
#MeetingEffectiveness #Facilitation #LeadershipDevelopment #ProductivityTips #Agendas
Whenever you're ready, I can help you with:
* Workshop design and facilitation
* Facilitation and workshop training
* Intention setting, planning, and incremental progress for success
