A meeting can be a source of stress and frustration for many people. A well-structured agenda, shared in advance, can make a real difference. But where do you start? And which items should always be on the agenda?

Preparation

Before drawing up the agenda, it's important to first determine who should be present at the meeting. By only inviting people who genuinely contribute to decision-making, the meeting can run more efficiently. Ask all participants for input in advance via email or a tool like too-doo. Communicate the agenda well in advance, at least three days beforehand.

Essential Agenda Items for Every Meeting

Opening and Welcome

The first item on the agenda is the opening and welcome. Guests are received, the meeting is opened and the reason for the meeting is explained.

Review of Actions from the Previous Meeting

For recurring meetings, include a brief review of the previous meeting: which actions were completed, which are still open and whether follow-up is needed. Important: the purpose is not to discuss actions all over again.

Progress Reports and Updates

A progress report gives everyone the opportunity to share results achieved. This typically consists of two parts: an overview of figures and an overview of activities via an action and project list.

Individual Agenda Items

This is the moment to discuss new topics submitted by team members.

Round Table and Review of Actions

Once all topics have been covered, it's time for any other business. Review the agreed actions and ask any additional questions. If a follow-up meeting is needed, set a new date immediately.

Closing

Close the meeting and thank participants for their attendance and contributions.

Tips for Drawing Up an Effective Agenda

• Determine goals and priorities before drawing up the agenda.
• Estimate the time needed for each agenda item accurately.
• Describe agenda items clearly and concisely so participants can prepare.
• Use visual aids such as charts or tables where relevant.
• Ensure a good chair who keeps the meeting structured.
• Stay flexible — an agenda is not set in stone and can be adjusted if needed.

A well-structured agenda contributes to an efficient and productive meeting. too-doo helps you collect, structure and follow up on agenda items — for every meeting that counts.