The Agenda: Why It’s the Silent Killer of Productive Meetings
By Hugh Ballou
You read that correctly: the traditional meeting agenda is often the killer of productivity and not the solution. Here’s why and what to do instead.
Agenda = Activity. Deliverables = Results.
For over 37 years of running retreats, board sessions and strategic gatherings for nonprofits and faith communities, I’ve never once used a standard “agenda.” Not once. Because what we call “an agenda” invites us to check boxes—activities. But what we need is results: clear, measurable outcomes. When we focus on what we do in a meeting (agenda items) we distract ourselves from what the meeting should produce. Shift your mindset: start with the end‑in‑mind, then work backwards. (Think: Stephen R. Covey’s “Begin with the End in Mind.”)
How to plan a meeting that actually delivers
1. Define the results you want before you meet.
Ask: What will participants walk away having accomplished? For example, instead of “Discuss marketing,” frame it like this: “Define 5 marketing strategies that will increase our sales in the next 12 months.”
2. Limit your outcomes.
If you have a 60–90 minute session, aim for no more than three outcomes. It’s far better to achieve a few outcomes well than to accomplish many mediocre ones.
3. Use outcome‑language instead of task‑language.
Replace vague agenda items like “Review budget” with language like: “Approve budget allocations for Q1 by June 1.” This shifts the focus from “what we’ll talk about” to “what we’ll accomplish.”
4. Plan for 66% of the time allotted.
Plan the meeting backwards to achieve the deliverables and plan activities for only 2/3 of the time allotted, for example plan 60 minutes of activity for a 90-minute meeting. This is important to be able to deal with unexpected items that arise during the session, which happens more often than not. And many times, the different parts of the meeting, such as brainstorming, sorting, prioritizing, problem-solving, and defining next steps, can take more time that planned. If things go smoothly and you adjourn the meeting early, nobody gets upset.
Why this matters: culture, clarity & conflict prevention
When your organization shifts from “activities” to “deliverables,” you foster a culture of excellence. People show up not just to “go through the motions,” but to contribute results. Moreover, this clarity of purpose reduces potential for conflict—because everyone knows why the meeting exists and what it must produce. Ambiguity and aimless activity are the breeding grounds of frustration.
Three practical tips to implement today
– At the start of any meeting‑planning process, ask: “What are the three things we will leave this meeting having accomplished?”
– Write those outcomes in measurable, specific language, then build your meeting around achieving them and not around checking off lots of agenda items.
– At the end of the meeting, conclude by asking: “Which of our outcomes have we accomplished? What still remains? Who is responsible for what, and by when?”
Final word
Stop hiring your time. Start investing your time by being outcome‑driven instead of agenda‑driven. When you focus on results—clear deliverables—you will build the DNA of excellence for your team and your organization.
Success is a mindset. Define what you want to achieve and go make it happen.
Hugh Ballou is The Transformational Leadership Strategist, author, and founder of SynerVision International, Inc. and SynerVision Leadership Foundation. He empowers leaders across sectors to transform vision into high-performing results.
Article is based on my new book, “Conducting Power-Packed Meetings: Hugh’s 10 Tips for Productive Meetings” – https://synervisionleadership.org/leading-meetings/
For a list of resources go to – http://AboutHugh.com
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