Structured meetings with a planned agenda can be utilized when many items need to be covered within one staff meeting. It is recommended to use this method sparingly and to inform the staff why this method is being used. Guidelines for a structured meeting with a planned agenda include:
- asking for contributions to the agenda ahead of time.
- circulating agendas a few days in advance, reminding people of their responsibilities for the meeting.
- setting up a creative agenda. Rather than “old business/new business”, consider the following:
- purpose (discussion, announcement, decision-making, problem-solving, getting reports)
- timeline for this item
- recording all decisions and delegated tasks for action items.
- making each new agenda closely follow the previous one. Require that any items delegated have time-lines to be followed.