Creating an agenda and sharing it with your meeting attendees provides clarity to guests to know what the meeting is about and why it is important enough that they should stop what they are working on to be there.
Meetings should be a driver to discuss ideas, work through challenges, and enable people to go back to their desk and keep working forward.
The agenda is the framework for the meeting to put focus on an idea or challenge and should always contain a clear goal.
Follow these steps to build an agenda in Docket.
To start your agenda, select a meeting from the left meeting panel. Once a meeting is selected, it will populate the meeting details on the right into your meeting workspace and should default to the Agenda tab.
Now you can start building your agenda for the meeting you selected.
For a non-recurring meeting, select the option to Create New Agenda in the meeting workspace Agenda tab. You can also create an agenda from a template.
If you are building an agenda for a recurring meeting, you can either Create New Agenda or select to Use Last Agenda so long as the meeting is not the very first of the series. If the previous meeting in the series did not have an agenda, Docket will provide you with the most recent agenda it can find in the series. If you desire, you can also build a meeting from a template.
The most important item on the agenda is the meeting goal. This should be a brief and succinct line describing the purpose and desired outcome of the meeting.
AGENDA ITEMS AND DETAILS
To add items to the agenda, start adding a title for each agenda section. This should describe what the topic of the section should be so it is clear to the meeting guests.
To provide additional details or direction for each item of the meeting, add a description. The description has some additional editor capabilities including bold, italic, bullets, and numbers so you can help make items in this section as clear as possible.
To add additional agenda items, click the + sign next to Add Agenda Item and continue adding items as needed.
You can also organize or re-order agenda items by selecting the list icon to the left of the agenda item you want to shift. Click on the list icon and drag the section to the order you would like the items to fall.
If you add a section and decide you want to remove it, you can delete the section by clicking on the red X to the left of the agenda item. When the red x is selected, it will turn to a red checkmark. Quickly clicking the checkmark will delete the item. If you wait too long to click the checkmark, it will turn back to the red X.
TIP: From the moment you add the first item to your agenda, Docket automates updating the calendar event for you and your guests by adding a link in the meeting's details to tie the event to Docket. In some cases, an email provider (Google, Microsoft) may notify a meeting guest that their calendar event has been changed.
The calendar details will contain a link that reads like this:
View Docket Meeting Agenda: https://app.dockethq.com/meetings/ (followed by a Docket meeting ID)
Adding resources to an agenda enables guests to prepare for meetings by reviewing the documents you share or familiarizing themselves further for the meeting topics.
In addition, attaching resources to a meeting enables the meeting facilitator and guests to quickly access related documents and files during the meeting directly from the Docket meeting, minimizing disruption to the discussion because everything is there that you need.
To add a resource to an agenda item, click the + next to Add resource at the bottom of each agenda item.
Add a resource from a file from your computer, Google Drive, or a Link to a website. See the article on Resources in Docket for more information.
You can add as many resources as you like to an agenda item but keep in mind it should not be so much that it either prohibits someone from preparing for a meeting or impedes success during a meeting.
When you add resources to agenda items, they will also display on the Resource tab of the meeting for a library of all resources shared in the meeting.
Include a duration for each agenda item to help keep the topic on track. Duration times are available in 5 minute increments.
Once you have the agenda ready to go, all you need to do is share it! Sharing an agenda with your meetings guests will start reminding them of the upcoming meeting. Follow this article for steps to Share a Docket Agenda.
Docket agendas do not have to be built alone. You can start the shell of an agenda by following the steps above and sharing it out with your meeting guests, all or specific ones, and ask them to collaborate with you. To do this, you can either use the Share Agenda button or the Collaborate button in the upper right corner of the meeting workspace.
Here are a few tips on creating your Docket agenda.
Limit number of agenda items
A 30 minute meeting should have no more than 1 - 2 agenda items and a 60 minute meeting should have no more than 3-4 agenda items assuming each topic requires discussion. Always keep in mind the size of your audience and the topics to gauge the amount of discussion each item will require.
Make time for decisions at the end
While decisions can be stated throughout a meeting discussion, they can slip by as heads nod in agreement. Make sure you leave at least 5 minutes at the end of a 30 minute meeting and 10 minutes at the end of a 60 minute meeting to not only capture decisions and next steps in writing but to make sure they are the last thoughts your meeting guests have as they head out the door to their next meeting.
If you do not create an agenda prior to a meeting, you and your meeting guests can (and should) still take notes during your meeting. These notes will become a part of the agenda automatically as "General Notes" at the bottom of the Agenda table of contents.
For more information, see the article on how to Take Meeting Notes in Docket.