How can you design an agenda that encourages attendees to solve problems together?

In my experience, as well as having a clear purpose, objectives and expected results, it is essential to have well-defined roles(who), which includes a facilitator. This person has the role of ensuring that everyone is working on the same problem, as well as, maintaining a collaborative environment.

An effective Agenda for meeing is one having clear " Purpose & Goal". Effectiveness depends how well it is drafted focusing on expectation & need to occur before, during and after a meeting. Further, Agenda having clear purposes & goal helps team member prepare, allocate time wisely, quickly gets every body on same page and discussion is complete.

To stimulate collaborative problem-solving, craft an agenda with interactive activities, breakout groups for diverse perspectives, and open the discussions. This way it fosters a shared commitment to addressing challenges collectively while ensuring active participation and idea exchange.

Brainstorming: Promote a free-flowing, transparent process where participants can offer ideas without fear of being judged. Group Discussions: Split up the participants into smaller groups so that you may explore the issue and come up with solutions together.

Something I learned recently that has proved very useful is to start using a 'problem statement'. In it, you define: a) the basic question that needs to be solved; b) define the current situation and context; c) the stakeholders and processes affected; d) the success criteria - what, once implemented, will have solved the question/problem; e) What is in and out of scope and f) the barriers and interdependencies. Starting with this makes it easier to define who needs to be involved and what needs to be done. Meetings are more efficient.

Designing an effective agenda have very positive impact on concluding the meeting with certain output of meeting. Designe may be of perfect use to: 1) Seek input from team member. 2) select subject touching entire team. 3) Listing of Agenda in a questionnaire form, expecting team to answer. 4) Framework for time and responsibility of team member for each topic.

"Intractive & inclusiveness" is the backbone of effective meeting. Best way to get the effective outcome of meeting is to encourage attendees to participate and involve in each topic. The intraction and participation may be ensured by different methods including polls, opinion & survey which is successful in the present days of digital era.

Assigning roles and responsibilities is a key strategy in collaborative problem-solving. It provides structure and clarity, ensuring that each attendee understands their contribution. Roles like a facilitator, note-taker, and timekeeper are essential for maintaining focus and efficiency. Additionally, empowering attendees with specific tasks or roles encourages active participation and leverages diverse perspectives. For instance, assigning someone to present a case study or share a best practice not only enriches the discussion with varied insights but also fosters a sense of ownership and engagement among participants. This approach promotes a more dynamic and inclusive environment, conducive to effective problem-solving.

Following up and through post-meeting is crucial for sustaining engagement and accountability. Sending a concise summary with key points, decisions, and action items keeps everyone aligned. Soliciting feedback encourages continuous improvement and shows value for each attendee's perspective. Monitoring progress on action items and offering support and recognition to team members reinforces commitment and acknowledges their efforts, ensuring that the momentum of problem-solving and collaboration continues beyond the meeting.

All of the above points are very valid and is in line with best practice. What I would like to add, is that it is very beneficial when the participants have been trained on formal problem-solving methods and techniques. For example, the Kepner Tregoe model works well in a business environment and the Fishbone/Ishikawa diagram/analysis in a manufacturing environment. To me, problem solving and communications skills, as an example, are foundational and should be a part of any organization's T&D toolkit.