PREPARING

AN EFFECTIVE

AGENDA

AGENDA

An agenda is a list of meeting activities in the

order in which they are to be taken up, by

beginning with the call to order and ending withadjournment. It usually includes one or more

specific items of business to be discussed. An

agenda may also be called a docket or

schedule.

Creating an effective agenda is one of the most

important elements for a productive meeting.

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

Purpose of an agenda

Lets the participants know what will be discussed

and allows them to prepare as necessary.

A good meeting agenda will serve as a guide toparticipants

Will make the meeting more efficient and

productive

Planning the Agenda

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

Essential Elements of an

Agenda

Name of meeting

Purpose

Place: Location, Time, Date

People attending the meeting

Time for introductions

Topic

Timing and scheduling

Defining responsible person(s)

Wrap up

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 surethe 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.

Thank You