Agenda and Topic Selection

A successful meeting is built on successful segments within that meeting. The primary focus of the organization is to address challenges facing the organization (or member organization or members) and the specific challenges facing this audience with content that will supply a specific desired result. While you don’t have to worry about the Sarbanes-Oxley Act*, when planning a meeting, you should have a clearly defined purpose for the meeting.

Meetings are an investment in your most valuable resource – people. People have limitations and expectations in accomplishing the objectives of an organization. These limitations and expectations vary depending on the circumstances. A successful meeting works by taking into account the needs of attendees and the choice of your topics and the quality of your program.

Information we know about today's attendees:

• They want take-home value from meetings that will help them with all aspects of their lives

• They need time to absorb, process, and recharge

• Laughter is healthy and helps them recharge

• They appreciate experiences and an opportunity to recharge

• Their shared experiences can also be bonding experiences that aid teamwork

A successful meeting will be designed by answering these questions:

1. What are the challenges facing the organization and this audience?

2. What is the purpose of the meeting and what is the end result we’re after?

3. Who will be in attendance and what do they need?

4. How long is the meeting and how many hours of programming are needed?

5. What will be done to allow the audience to absorb information and recharge ?

6. What are the activities events that may tire an audience (excursions, late night events, alcohol)?

7. Who are the internal (from the organization) speakers?

8. What are the internal speakers going to speak about?

9. What additional topics need to be addressed
   (a) to accomplish the meeting objectives?
   (b) to compliment internal speakers?

10. What materials will aid absorption of information?

Proven agenda formats include:

• Welcoming remarks followed by a high-energy, upbeat opening

• High content sessions after mid-morning breaks

• Lunch for conversation followed by announcements

• Light and humorous presentation or higher energy sessions immediately following lunch

• High content sessions following afternoon breaks

• High-energy, upbeat closing: focus on purpose and actions

• Evening awards

• Entertainment

Some additional points:

Celebrity and high profile speakers can be a draw for attendance and send a specific message regarding your organization.

An audience is the most alert at the start of the day. Providing healthy foods and beverages helps (OK, and caffeine) keep attention levels higher as well as breaks. Breaks and meals are viewed as critical for networking, contacting the office and home, and socializing. There needs to be a very good reason for presenters to be scheduled during meals, and I haven't heard one yet. 

Announcing any meeting format changes at the beginning minimizes complaints that often accompany change. Offer feedback opportunities with specific questions regarding meeting agendas. Key questions include:

Should breaks be longer or shorter?
Should our educational day be longer or shorter?
Should we extend the conference? and with what activities or programs?
What are your ideas for the next meeting?

A note about Professional Speakers and your agenda and topics

There are options for your presenters. They include

• Professional Speakers 

• Industry Speakers

• Industry Experts

• Subject Authorities 

Professional Speakers make presenting look easy. An industry expert with a poor presentation can kill the quality of your entire meeting. A professional speaker can become an authority on a subject and present expert information, and an industry expert can be coached to make a professional presentation.

A panel of experts and short presentations by experts facilitated by a professional speaker and facilitator are other options as well.

There are many presenters who speak on a variety of topics. Make sure the presenters you hire are experts on the topics you have hired them to speak on. If a presenter is not an authority on his or her subject, then they are not likely to adequately inform, motivate, inspire or impact your audience. Your audience will turn off if the speaker is poorly informed.

For more information on these options, contact us or a favorite colleague of ours, Patricia Fripp

*Sarbanes-Oxley is a US law passed in 2002 to strengthen Corporate governance and restore investor confidence. Sarbanes-Oxley law passed in response to a number of major corporate and accounting scandals involving prominent companies in the United States. These scandals resulted in a loss of public trust in accounting and reporting practices. Act was sponsored by US Senator Paul Sarbanes and US Representative Michael Oxley. It includes provisions addressing audits, financial reporting and disclosure, conflicts of interest, and corporate governance at public companies. The Act also establishes new supervisory mechanisms, including the new Public Company Accounting Oversight Board, for accountants and accounting firms that conduct external audits of public companies.

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