如何制作一个有效的会议议程
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How to Craft an Effective Meeting Agenda
Meetings can consume vast amounts of time in a busy work schedule, so running them on time and making sure that they cover all the topics necessary is a critical task. Research suggests that a the average manager will spend about 20 percent of his or her time each week stuck in time consuming tasks such as meetings. That is one full work day each week, stuck in mostly meetings. Building effective agendas can help ensure that the time is not wasted. Things You'll Need
• List of tasks for meeting • Clock or watch • Place for the meeting Show More
Instructions
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Define the purpose of the meeting. Is this a weekly meeting or a project meeting? These are some key questions that should be addressed in the agenda at the outset of the meeting. An agenda should be developed around the key
purpose of the meeting. If it is a weekly office meeting, then several to-do's, announcements, and weekly business topics will be addressed. Weekly meetings are generally less formal, and the agenda can be more of a loose, open format. However, project meetings should have a more structured focus, with set times for each agenda item; a clear indication of who will present each segment; and key points for discussion.
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Be clear about the date and location of the meeting. Set the date well enough in advance to ensure that participants are able to schedule the meeting and plan accordingly. You also want to advise presenters well in advance in order to prepare a presentation. Once you set the date, stick to it.
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What is the planned start and end time for the meeting? Set a start time and end time, and stick to it. Keep a watch close by, and monitor the flow of the meeting. Some 30-minute meetings can accomplish hours of work. Some four-hour sessions may accomplish nothing. Remember that participants have responsibilities outside of the meeting, so if you plan a time to end, stick to it.
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What are your agenda items for this meeting? Determine your agenda items
well in advance. Get input from presenters, colleges, team members, and participants of the meetings. Agendas are often first started by looking at the notes from the previous meetings. Plan a list of items to be covered, and look to eliminate items that can be addressed outside the meeting or have little relevance to the entire group. Also, if your meeting will have some discussion or \"brainstorming,\" plan this in your agenda. Brainstorming sessions can be time consuming, and you don't want to skip critical items because a discussion session ran too long.
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Determine how much time will be allocated to each agenda item. This is another critical point. If a meeting is scheduled to last one hour, it should conclude in one hour. Agenda items should be assigned a time limit, and these limits should be enforced. At times, it may be necessary to extend pre-determined time limits. However, this should be the exception rather than the rule. Again, you will be surprised by how much can be compressed into a few minutes when a time limit is imposed.
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Who will be assigned as the leader (or presenter) for each agenda item? Assign the agenda items to team members for presentation. This will help individuals take ownership, and become more involved. It also helps to build a good rapport with your team, as members will take ownership if they view it as
\"their\" meeting.
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Determine the objective for each agenda item (to discuss, to decide or to share information?) Identify specific expectations for agenda items. Are you making announcements or do you need decisions made? Create goals for your agenda, and look to reach the goals as the discussion items are completed.
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Distribute your agenda in advance and ask the participants to review it before the meeting. This will allow them to prepare some thoughts for the agenda items. Participants can also note thoughts for discussions items, and they will be clear about whom is presenting what. Printed agenda also allow participants to hold themselves accountable to the time of the meeting, which will ensure productivity.
如何制作一个有效的会议议程
会议在忙碌的工作日程中占用了很大一时间，所以，按时间进行并且保证它能够涉及到所有必要的主题是一决定性的任务。研究表明，一个普通的经理每周会在开会这样占用时间的工作中花去百分之二十的时间。这就是说每周就会有一个整天陷入在会海中。建立一个有效的会议议程能帮助保证时间不被浪费。
你需要做的事情：
会议任务清单
钟表
地点
说明：
1. 确定开会的目的。这是一个例行的周会还是某一个项目的会？这里有一些关键问题需要在开会初期在议程上写下来的。一个会议议程应该围绕会议目的进行。如果是一个每周都举行的办公会议，那么就要写下一些需要去做的事情，通知，每周业务主题。周会一般来说不是那么正式，所以议程也能更松泛些，格式上更开放些。然而，项目会议就应该有一个更加集中的结构，为每一项议程设定好时间，还要标明每一节内容由谁出席发言，每一个讨论的关健点。
2. 写清楚时间和开会地点。设定的时间保证参会者有足够的时间能够安排和准备。你也要建议参会者提前做好发言的准备。一旦确定的时间，就不要再改动了。
3. 什么是计划好的开始和结束时间？确定开始和结束时间，并且严格执行。在周围放一个钟表，并且用它监控着会议的进行。一些30分钟的会议能够完成几个小时的工作，一些四小时间的会议有可能什么也完不成。记住，参会者的责任在会议外，所以如果你定好了结束的时间，就遵守它。
4. 你为这个会议做的议题都是什么？提前确定好你的议题。从发言人，大学， 团队成员，和参会者那里获得题目。议程经常是从回顾上一次会议的要点开始。计划一个要
清单，写上要讨论的问题，注意清除那些可以在会外或者和整体关系不大的题目。当然，如果会议需要讨论或者进行集体研讨，在你的议程上列出来。集体研讨部分会很花费时间，你肯定不想因为一个讨论时间太长而错过了最关键的议题。
5. 确定好每一项议题需要花的时间。这是另外重要的一点。如果一个会 议预定在最后一小时开，那么它就应该在一小时内结束。议程应该安排一个时间限定，这些限定应该是强制性的。偶尔情况下，比预定时间延长也可能是必须的。然而，这应该是例外而不是常规。再说一下，当时间被限定之后，你会惊讶于那么多的事情可以被压缩在那么少的时间内完成。
6． 谁会被指定为每项会议议题的发言人。指定团队成员为议题发言，这会帮助单个人采取主动，更加积极投入会议。它也会帮助你们团队更加团结，因为成员们一旦把它看成自己的会议之后他们全身心的投入。
7． 为每一项议题（讨论，决定，分享信息）确定目标。为每一项议题确定明确的期望结果。你准备宣布通知还是需要做决定？在你的议程上设立目标，注意在议题完成时你要达到你想要的目标。
8. 把你的议程提前发给参会者，并且要求他们在开会前检查一下。这会让他们有时间为议题准备一些自己的想法。参会者同样也能记下他们对要讨论问题的想法，他们会知道谁会发言，讲什么。把议程打印出来可以让参会者遵守会议时间，这样可以保证会议效率。
