Step-by-step Guide to an Effective Meeting Agenda Mind MapSubrina
What is the first impression coming to your mind when mention meeting? For most office staffs, it might be tedious and time-consuming. You may wonder why this situation appeared. From my perspective, the agenda for the meeting is set unreasonably without an effective meeting plan. According to my organizing meeting experience, I suggest meeting organizers design an effective meeting agenda with a productive tool – mind mapping.
What is a mind map?
Before the guide to an effective meeting agenda mind map, you have to know the meaning of the mind map. Put forward by Tony Buzan, mind map is a great information visualization tool for brainstorming ideas. It is widely used in education, business, and lifestyle not only for personal practice but also for team collaboration. With the features of a focused center topic and radiation to several branches, mind maps are always intuitive for shifting complicated texts to a logical and visual image.
In general, managing an effective meeting contains several parts, preparation checklists, meeting agenda, meeting recording and meeting summary included. And within them, a meeting agenda is aiming to present the estimated process of a meeting which should be planned reasonably and comprehensively. Thus, using a mind map to create a meeting agenda will sort out a detailed schedule and meeting items. You can modify anytime it needs adjusting and add more information to fulfill the agenda by inserting several related diagrams, images, links, and attachments. Next, I will use a powerful mind mapping tool – Edraw MindMaster to give you a guide to developing an effective meeting agenda mind map step by step.
Step 1 – Think deeply about meeting purposes.
The reason why people always have no impressions on the contents of a meeting is that the theme of the meeting is abstract without specific purposes. So when creating an effective meeting agenda, brainstorming concrete purposes and metrics for checking whether the purposes are reached or not are quite essential.
Step 2 – Confirm time, venue, and attendees.
Time, venue and attendees are the three basic elements which need to be considered in connection. The time you select should be proper for attendees with location availability. Places you choose should be convenient for attendees. While whom to invite is an art in organizing a meeting. All three items should be confirmed ahead of time in case of leading to the failure of an important meeting.
Step 3 – Segment activities.
An effective meeting should not only rely on the speakers, but also the participation of audiences. Thus, it is crucial to segment the meeting activities for more engagement. For organizers, I have some interactive activity choices for you including the opening act, warm up, games, group discussions, and Q&A sessions.
Step 4 – Plan a balanced schedule.
As time control is necessary for a meeting, a balanced schedule should be planned in an agenda for adjusting the tempo of presenters and patience of audiences. With most mind mapping tools, you can add tasks and track the schedule later by viewing in Gantt chart mode. The combination function of the task panel and tag inserting enables you to plan a well-organized schedule which can be used during the whole meeting process.
When organizing a meeting agenda, a useful mind mapping tool is of vital importance. Try Edraw MindMaster to start an effective meeting agenda mind map.