A running agenda is a continuous record of topics, decisions, and action items that evolve over a series of meetings, rather than a new agenda created for each meeting. It serves as a living document, which maintains continuity and provides context from previous discussions.
Key Features of a Running Agenda
Here are some of the characteristics and benefits of using a running agenda:
- Continuity: As highlighted in the reference, a running agenda "allows you to glance back over what was covered last time, so there is continuity between meetings, and you aren't left scratching your head and trying to remember what you last talked about". This feature ensures that each meeting builds on the last.
- Follow-up: The running agenda makes it easier to "follow up on items from previous meetings". This allows for a natural progression of ideas and ensures that previous action items aren't forgotten.
- History Tracking: It provides a record of past discussions, decisions, and pending tasks.
- Efficiency: Reduces time spent recapping and allows meetings to focus on moving forward.
- Transparency: Provides a clear view of the meeting's progression over time.
How a Running Agenda Works
Typically, a running agenda is set up as a document, either physical or digital. It usually includes:
- Date and Meeting Number: Identifying the specific meeting.
- Topics Discussed: A list of subjects covered.
- Decisions Made: Any conclusions reached or actions agreed upon.
- Action Items: A list of tasks assigned, including who is responsible and deadlines.
- Previous Meeting Notes: Quick summaries from past meetings.
- Links and Resources: Relevant documents, spreadsheets, or other materials.
Example of Running Agenda Usage
Let's imagine a project team meeting weekly. Here's how the running agenda might evolve:
| Meeting # | Date | Topics Discussed | Decisions Made | Action Items | Previous Meeting Notes |
|---|---|---|---|---|---|
| 1 | 2024-06-20 | Project Kick-off | Project timeline approved | Sarah to prepare initial budget | |
| 2 | 2024-06-27 | Budget Review, Risk Analysis | Revised budget approved, identify risks | John to complete risk assessment doc. | Sarah's budget created, needs review |
| 3 | 2024-07-04 | Risk Mitigation Strategies | Risk mitigation plan approved | Mary to start plan implementation, John to update the risk assessment | Budget approved, risk identified |
As shown in the table, each meeting's agenda builds upon the previous, creating a clear timeline of the project's progress.
Practical Insights
- Use a Digital Format: Tools like Google Docs, Microsoft OneNote, or project management software work well for creating a dynamic running agenda.
- Assign a Meeting Lead: Someone should be responsible for maintaining the running agenda.
- Review at the Beginning: Start each meeting with a quick review of the last meeting's notes.
- Update Constantly: The agenda should be updated live during the meeting.
- Keep it Accessible: Ensure all team members have access to the agenda.
In summary, a running agenda enhances meeting efficiency, ensures continuity, and facilitates better follow-up on action items. It is a valuable tool for teams working on projects or conducting regular meetings.
