Creating an agenda and sharing it with your meeting attendees provides clarity for 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.
What this article covers:
Follow these steps to build an agenda in Docket.
To start your agenda, select or create a meeting from the Docket Event Panel on the left side of your Docket account. Once a meeting is selected, it will populate the meeting details in the center of your meeting workspace.
Now you can start building your agenda for the meeting you selected.
For a non-recurring meeting, you will be presented with four options regarding how to create an agenda
+ Blank Document will provide you with a blank workspace so you can build your agenda from scratch
Request Agenda will send an email reminder to the meeting organizer to add an agenda to this meeting
Recommended Templates are automatically displayed by Docket based on key identifiers such as meeting title and attendance personnel
View All Templates will open the Pre-made Agenda Template modal so that you can select from either a template that you have built yourself, or one of Docket's many pre-made agenda templates
If you are building an agenda for a recurring meeting, you can either click into + Blank Document to add agenda items or select Use Last Agenda. If you desire, you can also build a meeting from a template.
Note: So long as the recurring meeting is not the very first of the series, Use Last Agenda will display for use. 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.
The most important item on the agenda is the meeting's purpose. 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, click into the Untitled section to start adding a title for each agenda item. 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. Edit the description by utilizing the Text Formatting Bar at the bottom of the workspace screen. This formatting bar has additional editor capabilities including bold, italic, bullets, and numbers so you can help make items in this section as clear as possible.
To add notes, click into the Take some notes... section below and continue adding notes as needed.
You can also organize or re-order agenda items by clicking and holding the dotted icon to the left of an agenda item title and dragging the agenda item to a different place within the meeting.
NOTE: Selecting the text group and copying/cutting and pasting to a new agenda section is also supported within the meeting agendas. If you add a section and decide you want to remove it, you can hover to the left of the agenda item title and click the trashcan icon or you can delete the section by highlighting all of the contained text and clicking backspace/delete on your keyboard.
TIP: From the moment you share 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)
As you create and collaborate with others building an agenda, enable Show Author so you can see who added notes and agenda items in a meeting. If you want a cleaner workspace, you can uncheck Show Author to hide authorship as well.
Adding resources to an agenda enables guests to prepare for meetings by reviewing the documents you share and 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 where you need it.
To add a resource to an agenda item, click the paper clip resource icon on the right-hand side of an agenda item.
Add a file from your computer, Google Drive, or a link to a website.
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.
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.
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