How to compile a meeting agenda that really works
Call it a meeting plan or call it a simple list - but call it essential, because an agenda is the backbone of any successful meeting. The more care you take with its preparation, the more productive the meeting will be. So, if you want to gain a reputation as someone who conducts productive meetings, take the time to compile a workable agenda beforehand. Here's how...
1. Be aware of the need for an agenda.
An agenda is a written promise from the leader of a meeting to those attending. It is a commitment that, in the time allocated to the meeting, discussion will focus on the items listed. As well, the agenda is valuable because it provides the meeting with direction, purpose, confidence, and control. A meeting without an agenda is a meeting without an end.
2. Decide on the degree of formality required.
Some meetings are so small that a written agenda is inappropriate: the agenda is set in the first few minutes of discussion. Agendas are essential for larger gatherings, however. Formal meetings require formal agendas - including apologies, minutes of the last meeting, matters arising from those minutes, treasurer's report, etc. For less formal meetings, the chairperson usually has a free hand to list and order the items to achieve the aims of the meeting in the most stimulating way.
3. List the items.
At least a few days before the meeting, decide on the items for discussion. Participants might also be asked to contribute specific topics for the agenda. Often a pre-meeting discussion eliminates the need to put an item on the list. To restrict the length of the meeting, limit either the number of topics or the time to be spent on each.
