Agendas for Meetings
Scenario
I joined a meeting where five of us had been invited. The title gave a hint of what it was about, but no one really knew why we were there. One of the managers eventually stepped in to introduce the purpose.
The Challenge
It turned out we were all working on separate tasks, but depended on the same shared spreadsheet. The problem? Nobody could tell if it was up to date. Everyone was trying to hunt down the "latest version," and this was slowing everything down.
The Turning Point
Once the issue was clear, the manager asked us to explain our roles and how the unreliable spreadsheet was impacting us. That’s when we realised we needed a better system. The solution? Create a form, send it out to relevant staff, and collect information consistently.
Workflow
Defining actions: Each meeting ended with a list of tasks and deadlines so progress was tangible.
Accountability checks: We completed actions before the next meeting, which kept the project moving forward.
Iterative discussions: Small but steady progress was made by revisiting questions, clarifying details, and refining the form.
Escalation when needed: Once our draft was ready, senior leadership was brought in to review and provide input.
Decision-making: The senior manager committed to finalising the form at their management meeting, giving us confidence we were moving forward.
Key Lessons
Make sure the right people are invited.
Always set a clear agenda for meetings.
Record meeting minutes and follow up on action items.
Have someone chair the discussion and keep it on track.
Escalate to senior team members when decisions require higher approval.