Tips and Tricks for Staying on Top of Meeting Agendas

Attending meetings is a necessary evil of my job. Thankfully, most of my colleagues see the value of having a running agenda stored somewhere in the cloud. Over the years, I’ve come up with a few best practices of my own that have helped save me time and keep me on top of my game.

1. Use Alfred to quickly launch agendas in the cloud

Agendas are great. Having to remember what every person decided to name the agenda just to find it isn’t. I can never quite remember if they decided to use “Catch Up”, “Running Agenda”, or “Meeting Notes”. I’ve solved the problem by making an Alfred workflow that opens the URL for the agenda by typing “agenda” followed by a descriptive keyword for the meeting that makes sense to me (e.g. agenda managers). The amount of time this saves me is honestly a bit mind-blowing.

2. Use Apple Notes or another notes app to store your own notes for the agenda

My colleages and I tend to use meeting agendas as shared notes and edit them throughout the meeting as things come up. However, I’ve started keeping my own running agenda for each meeting in Apple Notes. It’s nice to be able to look back over my own notes in one place rather than a myriad of Byword files. I’ve named all these something similar (e.g. Agenda Notes: Meeting Name) to avoid another complicated naming scenario as described in the last tip.

3. Add any action or follow up items to Omnifocus ASAP

As soon as I get back to my office, I make sure to review the agenda and my own notes making sure to capture any action items into Omnifocus for further action. This ensures nothing slips through the cracks before the next meeting.

4. Keep an agenda project in Omnifocus

Any time I think of something I need to discuss with someone that’s not immediately pressing, I add it to Omnifocus as a reminder to mention it the next time I see them. I name each item in the same format, “Person’sName: Action”, assign it to the @People context, and add it to my Agendas project (if it’s a work colleague). If I know the next date I plan to meet with that person, I’ll set a defer date as well.

When it comes time to meet with someone, I have one of two options for reviewing items to discuss with him or her: (1) view the @People context which has items involving both work and personal contacts or (2) view the Agendas project which only has work colleagues. Since every item includes the person’s name, I can search by name to narrow down the list to a specific person if need be. If an item up for discussion seems like it will warrant a lengthy discussion, I make sure to add it to the agenda before the meeting as well.

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