PREPARING AN EFFECTIVE AGENDA

Learning Objectives

•To increase knowledge in understanding the purpose of an agenda

•To increase skill level in writing an agenda for a meeting

•To increase skill level and knowledge in structuring and formatting an agenda

Purpose of an agenda

•Serves as a roadmap for the meeting•Keeps meeting on track•Provides an outline for the meeting i.e.

how long to stay on a topic•Can be used as a checklist to ensure all

information is covered •Lets the participants know what will be

discussed

Agenda• A good meeting agenda will serve as a guide to

participants• Will make the meeting more efficient and

productive• Forces the meeting leader to think out what

needs to be accomplished• Provided ahead of time (as it should be), the

agenda lets people know what to expect and allows them to prepare as necessary.

• It reminds people of what there is left to cover if times gets to be an issue.

Planning the Agenda

•The agenda planner is designed for a group that meets on a regular basis.

•Set realistic time frames for addressing each item

•Try to keep the meeting to an hour.•If the meeting will be longer, schedule

break every 90 minutes.•Do not prepare a vague agenda

The Header

•Should include the following:• Name of Meeting•Date•Time•Location•People attending the meeting

Writing the Agenda •The topic items should be written using

action words i.e. discuss, review, brainstorm, decide, etc.

•When listing the items on the agenda, make sure the most important items are first.

•Next to each topic on the agenda place the time.

•Having the actual time on the agenda keeps the meeting on track.

•List the assigned “Talker” for each topic.

Writing the Agenda

•Provide the final agenda to meeting invitees prior to the meeting.

•Be sure to open your meeting with a review of the agenda

•Have everyone agree to the agenda before continuing with the meeting.

Order of the Agenda

•Agenda/Topic•Presenter•Desired Outcome•Time Allocation• Announcements

Call to Order

•START THE MEETING ON TIME!!

Topic

•Items should be very short, usually less than 7 words.

•Be specific as possible- the more vague the topic the more vague the discussion

•Ensure that each topic helps achieve whatever goal you have outlined for the meeting.

Old Business

•Any issue which was not concluded or postponed

•Follow-up

New Business

•This may include the following:•Reports•Trainings•speakers

Announcements

•Sets aside time to make announcements•This may include the meeting date and

time for the next meeting.