During our time building Instant Agenda and running our own team meetings we’ve come up with a few tips we wanted to share with everyone. We find that these have been helpful ways to increase the effectiveness of our meetings by keeping everyone engaged and accountable.

If you have any tips or tricks you use to run, or attend, more effective meetings, please let us know in the app using the FEEDBACK button.

1 – Assistant Moderators

In meetings that require more active facilitation, it is sometimes too much to try and run the meeting and take notes at the same time. In this case it can be very helpful to designate an assistant moderator. Let someone else take the notes for you so you can run the best meeting possible! Delegating another moderator also helps when you are out of the office or on vacation.

2 – Topic Comments

The ability to discuss an agenda topic ahead of a meeting can help everyone be on the same page before the meeting starts. Is a topic unclear and you want more information about it? Should you postpone that topic for now? Use the topic discussion to set your meeting up for success by making sure the topic is relevant and can be resolved fully when the meeting begins!

topic discussion screen shot


3 – Agenda Due Dates

Use Instant Agenda’s collaborative agenda to simply skip meetings when you have nothing to talk about!

Ask your attendees to submit their topics to the meeting well before the meeting starts – perhaps a day in advance. If the day of the meeting arrives and there still aren’t any topics submitted then just send out the meeting cancellation and give everyone their time back! Do not hold a meeting simply because it’s on everybody’s calendars. If you aren’t going in with a well-defined purpose you aren’t coming out with much either.

4 – Topic Templates

Many recurring meetings feature a standard agenda, or set of topics, for each session of the meeting.  If you find yourself retyping the same topics into all of your meetings, then cut out all that prep time and create a template! A template can store an entire agenda, or just a collection of common topics. You can add multiple templates to a meeting, and templates are shared across all your meetings. Of course you can combine a template and unique topics to build an agenda. Lots of options!


If you have any questions or suggestions, please feel free to use the feedback button in the app. Also, we’re always happy to hear from you directly — just schedule a 15-minute call with us using this link: https://calendly.com/instant-agenda/product-feedback

Shaun Katona

Shaun has a background in custom website and application development for small businesses and Fortune 500 companies. Originally from Michigan, he's been running the trails of Colorado since 2008.

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