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Tip of the week: Develop effective meeting agendas

Medical Staff Leader Connection, May 6, 2008

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Last week, we discussed planning effective meetings, and the week before, we explored different meeting management styles. This week, let’s take a look at developing effective meeting agendas.

Developing an agenda for meetings helps limit inefficiency and may even prevent unnecessary meetings (If you can’t fill an agenda, don’t meet!). Here are some tips:

• Keep the agenda focused: At the top of the agenda, write down the purpose or goals of the meeting. Try writing the purpose or goals in the form of a question to signal to meeting attendees that you would like input.
• Put important items at the top of the agenda: This will ensure that the most important items of business are discussed.
• Identify discussion leaders: The agenda should identify who will lead discussion of each agenda item. This structure ensures the participation of key individuals and encourages others to get involved.
• Limit discussion times: In addition to setting a time frame for the meeting, note time limits for each agenda item. Doing so will help keep the discussion focused and moving.
• Identify routine items: The agenda should identify routine items such as brief announcements and reminders. Just because items are routine, don’t leave them off the agenda.
• Identify action items: Action items should relate to the primary topics of discussion. Physician leaders must plan ahead of time how to manage debates and decision-making for these items.
• Preparatory materials: Notify participants of any preparation they need to do before the meeting and distribute required reading ahead of time.

This week’s tip is from The Medical Executive Committee Handbook, Third Edition, by Mary J. Hoppa, MD, MBA; Albert L. Fritz, MHA; and Richard A. Sheff, MD.

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