Definition of an Agenda

Orderly sequence of items to be discussed in a formal meeting is called agenda.It consists of a list of things to be done at a meeting. It is in the form of astatement. The secretary is in charge of the preparation of an agenda for a board meeting or a general meeting in consultation with the chairman of the board of directors. Agenda is prepared for all types of meeting s in order that the meeting may be conducted systematically.In business meetings, the agenda may also be known as the orders of the day. Optimally, the agenda is distributed to a meeting's participants prior to the meeting, so that they will be aware of the subjects to be discussed, methods or procedure to be followed. On the bases of agenda participants are able to prepare for the meeting accordingly. Frequently in standard meetings, agenda items may be "time boxed" or fixed so as not to exceed a predetermined amount of time. In workshops, time boxing may not be effective.Agenda contains a list of topics to be taken up in a meeting; its purpose is to set the tone and direction of discussions at the meeting. A well- prepared agenda will assist the chairperson in directing the business of the meeting and ensuring that the decisions are reached in an efficient manner. The order in which the items appear in the agenda is generally the order in which the business is to be taken at the meetingand the usual practice is to place the routine business first and special business afterwards. In brief the objectives of an agenda is to : (1) Familiarize participants with the topics to be discussed and issues to be raised in the meeting.(2) Indicate, what prior knowledge would be expected from the participants, and(3) Specify, what outcome the participants may expect from the meeting.Every individual item on the agenda is termed as agendum,It forms a part of the notice convening the meeting.Broad features of an agenda are as follows:

i. It is fixed beforehand and is meant for orderly or relevant discussions and deliberations in the meeting.

ii. It lists all matters for discussion and deliberation serially and may also be accompanied by necessary papers, notes, data, etc. on various topics supporting the items.

iii. It usually contains the name of the organization, venue, date and time as well as the nature of meeting.

iv. The last item of an agendais usually “any other matter with the permission of chair”. Thus, it leaves margin for any other item for discussion depending upon exigencies with the permission of chairperson of meeting.

v. It should be clear and explicit. Suitable headings may be used for different items of the agenda and should be drafted in a summary manner.

vi. Each item on the agenda should be serially numbered, all points of similar nature should be placed in continuous order.

layout of an agenda

A simple meeting agenda may be headed with the date, time and location of the meeting, followed by a series of points outlining the order of the agenda. Agenda items should focus on the deliverable from each step. Steps on a typical agenda may include:

Welcome/open meeting

Review of the minutes of the prior meeting(s) Purpose of the topic of discussion Old business or open issues New business such as specific points to be discussed — this section is where the bulk of

the discussion as well as decisions in the meeting usually takes place Other issues; allowing a participant to raise any other point for discussion. Close meeting to include review of key points, discussion of assignments,

communications plan for what to tell others not in the meeting, and confirmation of the next meeting, if any.

It must bear the date signed by the convener of the meeting, if any enclosures are required to be sent with the agenda; for example Director’s Report, Final Accounts, Statutory report, etc, must be mention in the agenda.

Specimen:Agenda of the Annual General Meeting of Shareholders:

ABC General Mills Limited

463, Mahatma Gandhi Marg

Navi Mumbai.

Dated………

Notice

Notice is hereby given that the Twelfth annual General Meeting of the shareholders of the company will be held at Middleton Hall, Worli, Mumbai on Monday the 25thJuly 2013.

Agenda

1. To read the notice convening the meeting.2. To read and approve the minutes of the previous meeting.3. Chairman’s speech.4. To receive, consider and to adopt the Directors’ report, and the audited Balance sheet and

the profit and loss Account for the year ended 31st March, 20……5. To declare dividend6. To appoint auditors for the next year and and to fix their remuneration.7. To recast promotion and transfer policies.8. Vote of thanks.

By the order of the board

Secretary