How to Create a Meeting Agenda Meeting Agenda

How to Create a Meeting Agenda

Meeting Agenda § Creating a meeting agenda serves two main purposes. § First, when you create the agenda, you are creating the road map of the meeting and planning the outcome. § The second main purpose is to let participants know what the meeting is about and what is expected from them.

Meeting Agenda The agenda communicates important information such as: § topics for discussion § presenter or discussion leader for each topic § time allotment for each topic It also provides an outline for the meeting (how long to spend on which topics): § can be used as a checklist to ensure that all information is covered § lets participants know what will be discussed if it's distributed before the meeting. This gives them an opportunity to come to the meeting prepared for the upcoming discussions or decisions. § provides a focus for the meeting (the objective of the meeting must be clearly stated in the agenda)

Sample Agenda Items Every agenda has two main sections and should list the following: § Meeting header (The meeting header contains general meeting information) § § § § Meeting date Meeting start time Meeting end time Meeting location Meeting purpose List of participants (including guests) List of meeting reference documents (if applicable) § Agenda items For each item list the following: § § § Title or topic Short description of the topic Person responsible for the item (lead) Time allotted List of reference documents related to the item (if applicable)

Create Topics for the Agenda § Determine what items need to be added to the agenda and write descriptive headings for each, indicating what is to be discussed. All items should have a recommended course of action to guide the participants in the right direction. § Use action verbs to describe agenda items, such as those that describe how to complete tasks to encourage tangible results during the meeting. § Create a logical order from one item to the next as you add items to the agenda. For example, you can list agenda items by department, order of urgency or any organizational style you prefer. Alternate difficult items with quick, simple or pleasant tasks so that participants can feel a sense of accomplishment as items are completed. § Write the approximate time each topic should take in discussion next to each agenda item. This will help keep the meeting on track. Also include the name or initials of the person who is responsible for presenting the information. § Make sure you address the what, who, when and where and provide the right supporting material This could be a report, financial statements, important incoming mail, or advertising materials, just anything that is necessary for discussing the relevant topic effectively.

Tips & Warnings § Be sure to leave space around items on an agenda so that participants have room to take notes. § Don't try to achieve too much in one meeting. Lengthy meetings should not be caused by long agendas; instead, topics should be fully explored and discussed in-depth as needed. § Don't leave important decisions until last or they may not be completed until a follow-up meeting can be held.

Assignment § Create an agenda for a town meeting to gather information about basic needs of the villagers and communication of work to be done § Each person needs to have an agenda item that concerns their specific position on the team. § Submit only one agenda per group to your group manager’s LA teacher (Mrs. Cook/Dixon). § The entire group must sign off on the agenda and you must print a copy of the agenda and put it in the group’s binder.