agenda - new 12 june- final

8/7/2019 AGENDA - New 12 June- Final

1/15


2/15

What is it ?

Communicates important information such as:1. Topics for discussion2. Presenter or discussion leader for each topic

3. Time allotment for each topic

Provides an outline for the meeting (how longto spend on which topics)

Can be used as a checklist to ensure that allinformation is covered

Gives opportunity to come to the meetingprepared for the upcoming discussions ordecisions

Provides a focus for the meeting - the objective

of the meeting must be clearly stated


3/15

Start

Prepare well in advance

If you rush the agenda- you're likely to forgetthings or put things in the wrong order

Ask the key people attending the meeting ifthey have any issues they would like to raise

Organise these issues, Combine issues ifneeded

Organize the order events according to timeand importance

Check the agenda for errrors

Print the agenda, You should do this as near tothe actual meeting as possible


4/15

Preparing the AGENDA

The agenda is usually prepared by theSecretary and Chairperson

Informal groups can use a whiteboard to writeout their agenda

When preparing a written agenda include -- location

- commencement time of the meeting.

- include the anticipated closing time

Use descriptive headings No issue should be raised without a

recommended course of action

This will assist the committee to think about

solutions


5/15

Preparing the AGENDA

Group items - department wise

Advisable to list out the points

in each department concerningindividual / particular subjects

Groups are arranged in logical order

Each item is numbered

1. Numbered serially

2. Allot sub numbers to each itemunder a group


6/15

"OARR"

An excellent tool for PRODUCTIVE meeting- OBJECTIVE: The objective should have an activecomponent and if possible, a product to show for it:

"Determine the quarterly goals for the team- AGENDA: is a list of the topics you'll address to get tothat objective, with a time limit to keep you on track.For example "1. Review the status of last quarter's goals(15 minutes), 2. Round-table suggestions for goals (20minutes), 3. Pick top 5 goals (10 minutes), etc.)

- ROLES: determine who is running the meeting, who iskeeping notes

- RESPONSIBILITIES: who will assign actions/"to do"items resulting from the meeting.


7/15


8/15

Purpose of The Meeting

The starting point of all preparatoryactions

The aim of the meeting should beclear and unambiguous

Review Meetings - held at intervals


9/15

Why Call For ?

Can be held for various

purposes:Reviewing the state of

progress

Take up issues on whichdecisions have to be taken

Sharing of information

All of the above


10/15

Phases of a Meeting

A meeting, progresses through the

following three phrases:I. The Preparatory phase

II. The Conduct phase

III. The Follow-up phase


11/15

Order of Discussion

In General Meetings :

Members determine therecord of the last meeting asaccurate and consider passed

Items for review

Items requiring decisions

Items meant for sharinginformation


12/15

Agenda

Outline the specific items to be

discussed

Name the person responsible forbringing up the topic

Time allocated for each item

The draft agenda is distributed wellin advance (usually three weeks)

Suggestions for changesincorporated at the chairmans will


13/15

Preparation

It enables the participants to preparefor the meeting

Enables the persons to participate

It channelises discussion in

predetermined and planned manner

Facilitates good time management

There is focus in all discussions


14/15

Seating Plan

Chairman seated at the head of thetable

Secretary at the foot of the table ora place where proceedings areaudible

Remaining to be seatedconveniently

Spare chairs


15/15

agenda - new 12 june- final

Documents