Writing Agendas That Keep Stakeholders Informed

I have participated in a lot of meetings, huddles, and planning sessions over my career. The ones that are most valuable to the team are action oriented or focused on task(s) at hand. Here are some key ways to make your discussions more focused: 1. Set clear objectives and desired outcomes: Clearly define the purpose of the meeting and what you aim to achieve by the end. Establish specific objectives and outcomes that focus on actionable items or decisions. 2. Prepare an agenda with action items: Develop a well-structured agenda that includes specific action items or topics to be addressed during the meeting. Each agenda item should have a clear objective and desired outcome. 3. Assign roles and responsibilities: Designate roles and responsibilities for participants before the meeting. Ensure that key individuals are assigned specific tasks related to the meeting's objectives. This ensures accountability and action after the meeting. 4. Create a conducive environment: Encourage active participation and collaboration during the meeting. Foster an environment where everyone feels comfortable sharing their ideas, asking questions, and providing input. This will contribute to generating actionable insights and solutions. 5. Focus on problem-solving and decision-making: Direct discussions towards problem-solving and decision-making. Encourage participants to bring forward challenges, share ideas, and collectively find solutions. Aim to reach decisions that will lead to specific actions or changes. 6. Clarify action items and next steps: Clearly articulate action items and next steps throughout the meeting. Summarize key tasks, decisions, and assignments, ensuring that everyone understands their responsibilities. Clarify timelines and expectations for completion. 7. Follow up and track progress: After the meeting, follow up on action items and track progress. Send a meeting summary that includes action items, responsible parties, and deadlines. Regularly check in with participants to provide support, address any roadblocks, and ensure that actions are being taken. 8. Assess and evaluate: Reflect on the effectiveness of the meeting and the action items that were generated. Evaluate whether the objectives were met, if actions were taken as planned, and if desired outcomes were achieved. Use this assessment to improve future meetings and make them even more action-oriented. By implementing these steps, your meetings can become more focused on taking action, driving change, and achieving concrete results. #outcomes #huddles #meetings #hospitaloperations

𝗠𝗲𝗲𝘁𝗶𝗻𝗴 𝗧𝗶𝗽 𝗠𝗼𝗻𝗱𝗮𝘆: 𝗧𝗿𝗮𝗻𝘀𝗳𝗼𝗿𝗺 𝗬𝗼𝘂𝗿 𝗔𝗴𝗲𝗻𝗱𝗮 𝗯𝘆 𝗔𝘀𝗸𝗶𝗻𝗴 𝗤𝘂𝗲𝘀𝘁𝗶𝗼𝗻𝘀 Tired of flat meetings where attendees just listen passively? Ask questions on your agenda as opposed to using phrases. Questions spark curiosity, encourage participation, and push for deeper discussion. They shift the focus from "being told" to "actively thinking and contributing," leading to richer outcomes. Example: Phrase-Based Agenda: Project Update Risk Management Next Steps Question-Based Agenda: Project Updates: What are some key milestones we've achieved since our last meeting? Risk Management: What are the potential roadblocks or risks we need to keep an eye on? Next Steps: Based on our project update and identified risks, what are the key action items we need to focus on in the coming weeks? Who can take ownership of these? What support do you need? A question-based agenda prompts active participation at each stage. It gets everyone involved in problem-solving and decision-making, leading to a more productive and engaging meeting. Bonus Tip: Frame your questions to be open-ended and thought-provoking. Avoid yes/no questions that shut down discussion. #MeetingTips #Engagement #ProjectManagement

After chatting with 100+ execs over the past 6 months, everyone told me the same thing: they want to stop wasting valuable time in useless meetings. The best resource I’ve found on effective meetings is Matt Mochary (exec coach trusted by co’s like OpenAI and Coinbase). Here’s what he recommends: 1. Assign a meeting owner - Someone who manages logistics and agenda - Ensures structured, efficient use of time 2. Define the desired outcome - Set a clear, measurable goal - Share it in writing with all participants 3. Leverage async preparation - Share updates + documentation in advance - Require pre-writes for discussion topics 4. Enforce async work - Demonstrate prep work as a group first - Gradually transition to independent async work 5. Timebox the synchronous agenda - Nurture personal connections (5 mins) - Elaborate on issues (5-20 mins per topic) - Provide real-time feedback (5-10 mins) 6. Drive towards action - Break down solutions into specific tasks - Assign owners and tangible due dates 7. Track every action - Use a PM tool or spreadsheet - Foster accountability and alignment 8. Collect written feedback - Request input after every meeting - Use feedback to continually improve Important note: implementing these changes takes time. Be patient and adjust if you need to – and ensure that your team is 100% on the same page. The result? More productive meetings and more efficient teams. Check out Seam's full playbook on effective meetings below ⚡  https://lnkd.in/gR2bXwRJ