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How a Properly Planned Agenda Eliminates Ineffective Meetings

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Organizations spend a great amount of time throughout the course of a year in meetings. Meetings should always be meaningful, organized, and necessary. Unfortunately, too many meetings I have sat through fit what a friend once told me, “Meetings are people sitting around talking about things they ought to be doing.” I can recall many meetings I attended through my career wishing I could have been in my office working!

I think meetings are more fruitful if they are preceded by a comprehensive Planning Meeting at the beginning of the year. The purpose of this initial meeting is to get everyone on the same page for the upcoming year.

University of St. Francis Athletics

Our full-time people in the St. Francis athletic program would annually meet approximately two weeks after the May final exams. We met to review the past year and to plan for the upcoming year which began in late July with our fall athletes arriving for preseason practices. We devised a simple, but comprehensive, plan to prepare for the upcoming year. Our full-time people blocked out four hours – from 8:00am -12:00pm – for one week to plan for the new year. This gave us 20 hours set aside for one thing: Planning.

As the Athletic Chair, I brought the agenda to the meeting. Our first order of business was to study the agenda and add important items that I missed. We then reviewed the previous year by having each person review his goals. I don’t ever remember accomplishing all my goals, so I reviewed mine first. By doing this, everyone knew that it was okay not to achieve all your goals. Those not achieved could be carried into the upcoming year.

The agenda was divided into two areas – “Priority Items” and “All-Other Items.” We first discussed the Priority Items, the most important things we had to face for the coming year. We then developed an action plan for each of the Priority Items. 

The All-Other Items were primarily setting dates for annual functions we had to plan for like banquets, community/fundraising events, the golf outing, and all other date-related events. These dates were important because they needed the cooperation of other busy University Departments like Food Service and Maintenance. The sooner we gave these dates to our cooperating departments, the better for their planning.

“Planning is bringing the future into the present so that you can do something about it now.” – Alan Lakein

It was my job to take copious notes of our discussions so I could write our annual Planning Document. It was a simple document delineating the items we had to accomplish for the new year. We then sent the document to both our full-time and part-time personnel.

Each full-time person would write his goals for the coming year, especially integrating the Priority Items into these goals. We had many more part-time, off campus, coaches than our full-time people. The Planning Document was sent to every part-time coach so they could read it prior to our combined full and part-time personnel meeting.

In mid-July, we held our total department meeting. Each full-time person would speak to his responsibilities within the Planning Document. By doing this, our part-time people had the opportunity to read the document prior to the meeting and then listen to it come alive as the full-time people presented their portion of the document.

When our full-time personnel finished their presentations, we opened the meeting to our part-time people for their input. They always offered points we had missed and subsequently could add to our planning. This format enabled us to have all our people on the same page to face the upcoming year. 

At mid-term we would meet with our full-time people and get a progress report on each person’s goals. We would get final reports at our year-end meeting as well. We would then review the goals and begin the planning cycle for the next year.

This format allowed us to not have meetings for meetings sake. We met when we had to plan for important events or when problems arose. These meetings were both organized and necessary. At all other times we were in our offices working.

Final Thoughts

From our experience, I would recommend four thoughts for your consideration:

  • I would encourage you to meet with your principal people and write an annual Planning Document.
  • I would encourage you to share the Planning Document with all of your people.
  • I would encourage you to have your principal people write their goals in concert with your Priority Items.
  • Although you will not accomplish all your goals each year, I believe you will be surprised at ALL you do achieve due to this format.

I hope you find that some of our planning details can be integrated into your planning.

Pat Sullivan was a successful coach, teacher, and administrator in the Chicago area for 44 years – 10 years at the high school level and 34 at the collegiate level. His basketball teams won 602 games; he was named Coach-of-the-Year 11 times; and he has been inducted into 8 Halls of Fame. He has received Lifetime Achievement awards from Lewis University, the Joliet, Illinois, Chamber of Commerce, and the Illinois Basketball Coaches Association. Pat has offered basketball clinics and camps in Austria, Ireland, Belgium, and Greece and has spoken at clinics throughout America for the USA Coaches Clinics. He has also spoken to business executives from IBM, Accenture, and Sun Microsystems, as well as the University of Notre Dame’s Play Like A Champion conference. He is the author of Attitude-The Cornerstone of Leadership and Team-Building: From the Bench to the Boardroom.

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Success Advice

11 Mark Manson Lessons That’ll Redefine Success in the Digital Age

Success in the digital age isn’t about hacks, it’s about the raw, real lessons Mark Manson actually lives by.

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In 2016, Mark Manson released The Subtle Art of Not Giving a F*ck, a brutally honest, thought-provoking book that redefined self-help for a new generation. (more…)

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Change Your Mindset

The Secret Daily Routines Behind History’s Most Brilliant Thinkers

Uncover the daily rituals and hidden habits that powered history’s most brilliant minds to success.

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Why Daily Rituals Matter

Every great achiever has one thing in common: discipline. Behind the novels, inventions, discoveries, and masterpieces are small, consistent habits repeated daily. (more…)

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Did You Know

How to Turn a Simple Link-in-Bio Into a Powerful Brand Hub

Transform your forgotten bio link into a high-impact gateway that fuels engagement, clicks, and conversions across every social platform.

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Social media is one of the greatest marketing tools in 2025. According to a recent study, some 86% of marketers globally use platforms like Facebook and Instagram for advertisements, while 94% use it for content distribution.  (more…)

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Personal Development

These 11 Habits Will Make You More Productive, Successful, and Confident

Boost your focus, confidence, and results with 11 powerful habits successful people use every day.

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Successful people love to help beginners. They have an incredible work ethic and rarely complain. As a result, others naturally look up to them and want to follow in their footsteps.

But here’s the truth: there’s no success without sacrifice. You’ll need to give up comfort, excuses, and sometimes even social approval to accomplish your goals.

Value comes from solving problems, and these 11 powerful tips will help you become more productive, successful, and confident, starting today.

1. Take Short Breaks After Finishing a Task

Psychology shows it’s important to reward positive behaviour.

After completing a big task or finishing a book, take five minutes to walk, stretch, or simply breathe. This quick reset helps your brain recharge and strengthens focus.

Many great writers swear by morning walks, solitude, and reflection can unlock creativity.

But if you refuse to take breaks, don’t be surprised when burnout hits. Your brain needs recovery time just as much as your body does.

2. Schedule Your Most Important Tasks First

Multitasking kills productivity. If you want to get more done, try time blocking, a method where you dedicate set periods for specific tasks.

Productivity expert Caitlin Hughes explains, “Time blocking involves scheduling blocks of time for your tasks throughout the day.”

For example, if you’re a writer:

  • Research your topic at night.

  • Write your first draft in the morning (don’t worry if it’s rough).

  • Edit in the afternoon, great writing comes from rewriting.

You can’t buy more time. Use it intentionally and without regret.

3. Eliminate Distractions from Your Workspace

Focus is the foundation of success.

According to Inc. Magazine, it takes an average of 23 minutes to recover from a distraction. That’s nearly half an hour of lost productivity every time you check your phone.

Put your phone away. Close unnecessary tabs. And yes, limit your Netflix binges.

Meeting deadlines consistently is one of the fastest ways to stand out and earn respect.

4. Take Full Responsibility for Your Life

Entrepreneur Derek Sivers once said, “Everything is my fault.”

This mindset doesn’t mean self-blame; it means self-ownership. Stop pointing fingers, making excuses, or waiting for others to change.

If your habits (like smoking or drinking too much) hold you back, it’s time to make better choices. Your friends can’t live your dreams for you; only you can.

5. Invest an Hour a Day in Learning New Skills

Knowledge compounds over time.

Whether you read books, take online courses, or practise a craft, consistent learning gives you a competitive edge.

I used to struggle with academic writing, but I improved by studying the work of great authors and applying what I learned.

Your past doesn’t define you; your actions do. Every new skill adds another tool to your arsenal and makes you more unstoppable.

6. Develop a Growth Mindset

Psychologist Dr. Carol Dweck introduced the concept of fixed vs. growth mindset.

  • A fixed mindset believes success is based on natural talent.

  • A growth mindset believes success comes from effort and learning.

Choose the growth mindset. Embrace challenges. See failures as feedback. In today’s fast-moving digital world, adaptability is your biggest advantage.

7. Learn Marketing to Reach People Who Need You

I once believed marketing was manipulative, until I realised it’s about helping people solve problems.

If your work provides genuine value, marketing is how you let others know it exists. Even Apple spends billions on it.

Don’t be ashamed to promote your skills or business. Without visibility, your ideas will never reach the people who need them most.

Creative professionals who understand marketing and sales have an unfair advantage.

8. Ask Your Mentor the Right Questions

Good mentors can fast-track your growth.

While mentorship often costs money, it’s one of the best investments you can make. Great mentors don’t care about titles; they care about your progress.

If you don’t have access to a mentor yet, books are your silent mentors. Read the best in your field, take notes, and apply what resonates.

9. Build Confidence Through Action, Not Affirmations

Author Ryan Holiday once said, “I don’t believe in myself. I have evidence.”

Confidence doesn’t come from shouting affirmations into the mirror; it comes from proof. Doing hard things, keeping promises to yourself, and following through.

When you consistently take action, your brain gathers evidence that you can handle whatever comes next. That’s real confidence, grounded, earned, and unshakable.

10. Focus on Your Strengths

Your strengths reveal where your greatest impact lies.

If people compliment you on something often, it’s a clue. Lean into it.

A former professor once told me I was creative, and that simple comment gave me the confidence to go all in. I studied creativity, applied it daily, and turned it into my career advantage.

Double down on your strengths. That’s how you build momentum and mastery.

11. Identify and Challenge Your Limiting Beliefs

Your beliefs shape your reality.

For years, I believed I couldn’t be a great writer because of my chronic tinnitus and astigmatism, sensory challenges that made concentration difficult. But over time, I realised those struggles made me more disciplined, observant, and empathetic.

Your limitations can become your greatest motivators if you let them.

Avoid shortcuts. Growth takes time, but it’s always worth it.

Final Thoughts

Becoming productive, successful, and confident isn’t about working harder than everyone else. It’s about working smarter, consistently, and intentionally.

You don’t need to overhaul your life overnight. Start small: take a break after your next task, schedule your priorities, or spend one hour learning something new.

Every habit you change compounds into long-term success. Remember, true change comes from practising new behaviours.

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