WHAT YOU CAN DO: Consider these 10 significant advantages of using Agendas at work:

1. Agendas Align Expectations and Encourage Preparation: Agendas serve to align expectations of group efforts. They also provide meeting and call participants an opportunity to prepare themselves for what is ahead, and a chance to “shine.” Conversely, an agreed Agenda reduces the chances of participants wasting their valuable time preparing for a subject that is not going to be a meeting topic.

2. Prior Distribution presents Opportunity For Prior Input: Presenting and distributing an Agenda before a meeting or call gives participants the opportunity to suggest additions, deletions, clarifications or modifications to the Agenda, thus enhancing their likely engagement. Conversely, identification of topics can serve to avoid holding two meetings when, with forethought, one would be sufficient.

3. Nothing Encourages Efficiency of Discussion like an Agenda: The presence of an Agenda permits the meeting leader(s) to promote efficiency by denying introduction of unrelated and distracting topics and subjects by use of words like “I’m sorry; that is not on the Agenda.” Conversely, if the “new” topic would insert substantial value into the meeting, the meeting leader can say, “That’s a great point . . . let’s hold off discussing it now, as it is very much related to upcoming Agenda Item 4.”

4. Agendas Permit Participants to Arrive Late or Leave Early, If Needed. If your Agenda has seven items on it, and one Participant is interested only in Agenda Item 2, if he wishes he can leave early, after that item is addressed. Likewise, if a Participant is engaged with respect only to Agenda item 7, she can call into the meeting a bit after it begins.

5. Use of an Agenda Permits Participants to Best Accommodate their own Priorities and Availabilities: Depending on what items are on the meeting’s Agenda, participants may see this meeting as a “Must Attend” or, alternatively, a “Meeting to Pass Up,” or something in between.

6. Agendas Prevent “Meeting-Meandering” and “Conversation Creep.” In a meeting whose goal it is to discuss purchase of HR software, there really is no reason to permit discussion, as examples, of Microsoft’s stock price, IBM’s foray into Artificial Intelligence, or Dell’s latest laptop. Though perhaps fun to banter about, they are surely wasteful and clearly “Off-Agenda” and, thus, “out of order.”

7. Meeting Momentum can be Exhilarating: There’s nothing like the feeling of a group meeting or call that thoughtfully, graciously, cooperatively and productively makes six good decisions based on a 6-Item Agenda in an orderly fashion and within an allotted 60 minutes. It’s a positive experience like few others, and make many look forward to the next.

8. Agendas Promote Clarity regarding Precisely What Decisions were Actually Made: It is of extreme value that, after a productive meeting, there be no confusion as to what was decided, and why those decisions were made. Agendas – numbered, lettered or otherwise simply organized – lend themselves to such clarity. Appointment of a “meeting recorder” can only help make that objective a reality.

9. What’s the “Icing on the Cake” of Using an Agenda? A Follow-Up Summary: Delivering to meeting participants a simple note that says something like, “Thanks for attending. (i) Here’s the Agenda we followed, along with (ii) the decisions and progress made. (iii) Let me know if you have any questions, concerns, or thoughts. (iv) Hope you feel, as I do, that it was time well spent.” Now that is a follow-up note to be proud of!

10. For these reasons and others, Agendas Identify You as a Leader: Use of Agendas for meetings and calls will identify you to others as a “Mover, Shaker and Progress Maker,” that is, a natural-born leader. When colleagues, clients and others literally enjoy their meeting experiences with you, chances are you will be asked to lead future meetings, and eventually, organizations, too.