Someone starts a meeting by saying, “Let’s talk about the budget.”

And you groan because you know what’s about to happen next: hours of aimless discussion without resolving anything.

Why?

First, everyone knows that an agenda is the key to an effective meeting.

But an agenda that consists of a list of nouns, such as budget, software, and picnic, is useless. In fact, it might even guarantee that a meeting will be a waste of time.

Here’s how to prepare a real agenda that puts you in control of the meeting.

1) Goal. Every real agenda begins with a goal that describes the result wanted at the end of the meeting, such as: find a way to reduce travel costs by 10%. Ideally, this goal should be stated so clearly that someone else could use it to design a meeting that achieved the result.

2) Outcome. This describes the benefit of achieving the goal, and thus tells why you are holding the meeting. For example, the benefit of reducing travel costs might be that you will keep spending within budget.

3) Activities. This provides a blueprint (or set of instructions) for the meeting. Ideally, this contains descriptions of the group activities that will help you and the participants achieve your goal for the meeting. Support this list with an estimated time budget for each activity.

4) Assignments. Tell the participants how to prepare for the meeting (e.g. survey your department for travel costs during the last quarter). Also, tell them what they need to bring (e.g., bring a copy of the budget). Prepared participants make a meeting more efficient and more effective.

5) Logistics. Provide basic information on when and where you will hold the meeting. If participants are coming from other offices, be sure to include directions and maps. In general, provide all the information that people need so that they can perform at their best.

The small amount of time required to prepare a real agenda will help you hold shorter, more effective meetings.

Recruiting a senior manager or director for your business can be expensive. Placing adverts in the right papers and journals is a huge expense in itself. If you’re recruiting at the top level in your business, it may be more cost-effective for you to use an executive search agency.

Did you know that, in some cases, the fee charged by a recruitment agency may actually be less than handling the recruitment in-house? People often turn to an executive search firm when they have had trouble recruiting for a certain position. They may have had a low response to adverts, or discovered that all the CVs that have been sent in are from people who are under qualified or inappropriate for the role. This can be very frustrating, particularly as it is very expensive to place recruitment adverts in the local and national press.

Businesses who don’t have a full-time Human Resources function, or who are too busy to handle top recruitment themselves often outsource to an agency. Whilst it has a cost attached, it removes the majority of the recruitment burden from the company’s internal resources and makes sure that the best candidates are put forward for the job. This use of external expertise is really no different from using a design agency to run a website, or a sanitary company to do the cleaning, and leaves the company’s management free to approach the interview stage fresh and enthusiastic.

Executive recruitment is normally for specialised roles and candidates therefore need to have a very well-defined set of skills and experience. For this reason, businesses are often less concerned with the time taken to employ someone than they are with the quality of the person they eventually hire. This can turn the search and selection process into a long one and managers can go through several sets of candidates before offering the position.

Specialist recruitment agencies come into their own here. Their databases help to search out possible candidates who have the right combination of qualifications, experience and skills, and can even undertake the first round of interviews on the company’s behalf, so that the final list includes only the best candidates available. This outsourcing of basic recruitment functions allows the company to concentrate on running the business and leaves them feeling confident that the candidates that come for interview are all suitable for the job.