Most people begin planning their meetings by creating an agenda; this is a serious mistake. The first step should always be defining the purpose of the meeting. Everything else follows the purpose.
Why are we meeting?
What do we need to accomplish?
What are the meeting’s goals and objectives?
What are the meeting deliverables?
What will be different for us as a result of our meeting?
Is your meeting really necessary?
Recognize this scene? It's Monday morning. Half the team wanders in late to the conference room for your weekly team meeting. Some people are gulping coffee to stay awake or sneaking glances at their phones. Many are doing both. The meeting starts, and you realize there is no agenda or real purpose.
Once you have clearly identified the purpose and goals of the meeting, the next question you must ask yourself is:
Do we really need a meeting?
The biggest contributor to wasted meeting time is holding meetings that aren’t needed. Is a meeting the best way to accomplish this goal? Would an email or a quick group chat suffice?