Blog

23 Sep 2012

Top 5 Meeting Agenda Pitfalls to Avoid

Posted By Lea Cerdido

When planning the meeting agenda for your corporate event you want it to be as efficient as possible. Corporate meetings are an excellent way to bring everyone together in order to inform, discuss ideas, review progress and express concerns, but since you have a limited amount of time you want to be certain that your meeting agenda flows smoothly to provide for a productive meeting. 

At Cor-Events we have more than two decades of corporate events planning and corporate meeting planning and we specialize in assisting businesses streamline the processes of hosting events and meetings, making it as time-efficient and cost-efficient as possible. Over the years we’ve assisted in planning hundreds of meetings and we’ve come to know the top five things to avoid when planning a meeting agenda:

    Not setting definite goals and objectives for the meeting or event. We all know that time is money, and that applies to your attendees. When you have everyone’s attention, even if it’s for a limited time, you want to make the most efficient use of that time. Be certain that your meeting agenda clearly states the goals and objectives of the meeting or sessions  in order to guide the event in the most productive way possible.

    Not paying particular attention to pacing. When things happen, in what order and at what time of the day can make a huge difference. You should not schedule your least dynamic topic right after lunch for example. For longer events, always schedule an adequate amount of breaks so attendees can re-energize.

    Not doing your research ahead of time. If your boss or your manager asks you to create a meeting agenda, you’ll need to be certain you understand all of the topics  or areas that need to be discussed during the meeting. Don’t just assume by the title of the meeting or event that it’s the only item to be discussed.

    Not consulting with other stakeholders. If certain items on your agenda require input from a co-worker, speaker, sponsor or other stakeholder who may be more familiar with the issue, consult that person on how and when to best present the issue in the agenda.

    Not having a plan to keep the meeting on track. Presenters can run long, discussions are bound to get off topic and you don’t want too much time to be wasted. Be prepared to address off-topic discussions by politely asking that everyone stay on topic and follow the agenda.

    Distributing the agenda the day of the meeting. Sure, having the agenda on the day of the meeting is a must have, but that should never be the first time attendees are seeing it. Everyone participating should receive the meeting agenda at least one day ahead of time so they can read and understand the objectives and formulate any questions they might have. 

We hope these tips are helpful in planning your next meeting agenda. To learn more about the professional event planning services we provide at Cor-Events, contact us today!

Lea Cerdido is a Certified Meeting Professional with more than 20 years of experience in corporate meeting services and negotiating hotel and vendor contracts nationwide. You can contact her at lea@cor-events.com.