Why use meeting agenda software
An effective meeting starts with a proper agenda. Without a written plan of topics to be discussed, the meeting will likely stray off course. The creation of the agenda takes planning, communication and organization. This is why so many organizations are turning to meeting agenda software like MeetingBooster to streamline the agenda building process.
Benefits of Meeting Agenda Software
- Intuitive MS Office Style Interface
- Use agenda templates or create your own
- Easily add topics and sub topics
- Attach files and reference hyperlinks
- Assign presenters
- Time distributor for generating topic times
- Include parked topics from past meetings
- Automatic distribution and archiving
1 Brainstorm the Agenda Topics
Meeting preparation is the foundation of a good meeting. Defining the purpose of the meeting can assist you in determining what topics should be included in the meeting agenda. Communicating with managers, decisions makers and team members helps ensure that you include all necessary topics. A benefit of using MeetingBooster meeting agenda software is that the agenda is available for review online by designated users, and is automatically transferred to the notecard allowing the note taker to add the minutes directly to the agenda topics during the meeting.
2 Add Topic Descriptions and Attach Relevant Files
Agenda topics should be short and concise. Use topic descriptions to drill down further on what exactly will be discussed. MeetingBooster makes it easy to add topic descriptions and users can toggle them on and off for a quick meeting agenda overview.
During a meeting time is limited and a presenter searching their computer for a file to be discussed is not only a waste of time, it is a lack of professionalism. Meeting agenda software like MeetingBooster provides an intuitive system for attaching relevant files or hyperlinking to online workspaces like SharePoint for accessing files that live in the cloud. MeetingBooster’s content management system automatically uploads attached files to the Agenda, making them accessible from the specific topic when running the meeting. Since the agenda is transferred directly to the notecard for running the meeting, any attached or hyperlinked files are automatically transferred to the meeting minutes and are archived for future review.
3 Meeting Agenda Topic Times and Presenters
Determining the time to spend on agenda topics can be tricky. More importantly, once the agenda is completed, often times topics will be added, removed, or topic times will need to be altered. In the past this has been a manual time consuming processes. MeetingBooster’s time distribution features automates this process. Choose to distribute topic times throughout the agenda, or manually set specific topic times and even lock topics in place. MeetingBooster’s time distributor will work around your custom settings, ensuring that your agenda topic times are valid to your scheduled meeting duration.
Some meetings require one presenter for all topics, whereas other meetings will have specific presenters for certain topics. Having a list of available presenters helps simplify assigning a presenter to a topic. Furthermore, accessing the names from a dropdown list means there are no spelling errors and guarantees that the presenter will be listed correctly by their respective agenda topic. MeetingBooster meeting agenda software transfers the agenda directly to the notecard, in turn transferring it directly to the meeting minutes which means that the presenters will also be listed on their respective topics in the minutes.
4 Distribute the Meeting Agenda and Preparation Tasks
The agenda should be sent out prior to the meeting. The meeting agenda can be used by attendees to prepare for a meeting. MeetingBooster’s automated distribution feature allows users to distribute the agenda to the attendees with one-click. Users can choose to include a company logo and format the style of the agenda, ensuring the attendees receive a professional looking agenda. This helps set the stage for the impression the attendees will have about the meeting they have been invited to.
Preparation for the attendees is just as important as preparation for the host. If an attendee is expected to have something ready for the meeting, they should be notified in advance so they have time to prepare. Assigning preparation tasks helps attendees come prepared and MeetingBooster’s preparation task system allows an organizer to assign tasks to specific attendees, associate tasks to certain agenda topics and lists the tasks in the corresponding section of the agenda. This way when the agenda is distributed, the attendees are aware of the preparation tasks assigned to them. Attendees will also receive task reminder emails prior to the meeting and when the meeting is started, the organizer can review preparation task status to notate who in fact came prepared for the meeting.