The action: Be clear on the purpose of each item on the meeting agenda. Is it sharing information, making a decision, or asking for input on a decision?

The long-form: Unless meetings are valuable and interesting, they can be one of the most common wastes of time in an organisation. Roger Schwarz recommends the following tips:

1. Relevant topics. Choose agenda topics that are relevant for the entire team and involve coordination, resource sharing or contribute to a shared understanding (See also Add to the pool of shared meaning).
2. Send the agenda in advance: Share the meeting agenda well ahead of time to allow participants to prepare and contribute effectively.
3. Use clear outcome-oriented wording: Craft agenda items with clear outcomes in mind. Instead of generic titles like “Marketing budget,” frame them to actively engage participants. For example, use an item like “Input requested: How should we distribute the marketing budget?” This approach makes it easier for people to understand how they can contribute meaningfully to the discussion.
4. Decision-making clarity: When a decision needs to be made, clearly communicate the process involved. Will it be based on consensus, majority vote, or will you listen to input for 15 minutes, and make a decision before the next meeting?

See also: