For a meeting to be effective, it must be purposeful, with a desired outcome or outcomes. It should be clear what needs to be achieved. Is the meeting for sharing information on a project? Is it to generate new ideas, or to touch base on general issues? Is a decision required at the end, or is the meeting preparatory or planning in nature? Knowing exactly what you want to achieve will keep you focused on the end result, and will help you set an appropriate agenda and decide who you need there.

An effective agenda

After setting the objective (or objectives) for a meeting, it is important that everything in the meeting should further those objectives. If an item doesn’t further a stated objective for a meeting, it should be excluded. Agendas are essential if you want to make sure a meeting keeps on track and to time. There are several considerations to take into account when agenda-setting.

Where and when?

• When should the meeting be held? How does the timing relate to the stated objective/s and the need to get the work completed. Is there a deadline you are working to? 
• Is a face-to-face meeting required (usual for a pharmacy team), or could the meeting be held in a different way?
• What is the best time to hold the meeting? Consider whether people have to travel or arrange childcare if you hold the meeting outside of normal working hours. If a meeting will clash with a mealtime, consider whether food or refreshments are required
• Where should the meeting be held? If sensitive information is being discussed, a private room might be needed. 

Time is money

Time is precious for you and your staff, so you should have a sense of how much time will be needed to cover the topics you want to discuss. Consider the following:

• What needs to be achieved?
• Who needs to attend to deliver the outcome? If a guest speaker is required, what is their availability?
• Which items should be on the agenda, given the business priorities and outcome required? Is the meeting for information sharing, generating ideas or being creative, or for team building?
• Would team members like to add items to the agenda prior to the meeting?
• In what sequence should topics be listed on the agenda?
• Who is going to chair the meeting, and who will lead on the various topics or agenda items?

It is essential that a meeting agenda is not too crammed, so that there is enough time for thought, for attendees to engage properly or to be creative if that is what is required.