When should meeting agendas be distributed?

Distributing meeting agendas at least one day prior to the meeting is crucial for effective communication and preparation. This allows all participants to review the topics, gather necessary information, and figure out their contributions ahead of time. By providing the agenda in advance, you enable attendees to come prepared, which can lead to more productive discussions and efficient use of the meeting time.

This practice also helps in setting expectations and ensuring that everyone is on the same page regarding the meeting objectives. It fosters accountability and encourages participants to think critically about the agenda items beforehand. Scheduling the distribution with sufficient lead time strengthens the overall effectiveness of the meeting.

In contrast, distributing the agenda at the beginning of the meeting does not give participants adequate time to prepare. Sending it out after the meeting fails to serve its purpose of guiding the discussion and improving engagement. Distributing it anytime during the project lacks the organization and structure that timely communication provides.