Presentation on writing an effective agenda

1. PREPARING AN EFFECTIVE
AGENDA

2. Learning Objectives
• To increase knowledge in understanding the
purpose of an agenda
• To increase skill level in writing an agenda for a
meeting
• To increase skill level and knowledge in
structuring and formatting an agenda

3. 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
• Lets the participants know what will be
discussed

4. Agenda
• A good meeting agenda will serve as a guide to
participants
• Will make the meeting more efficient and
productive
• Forces the meeting leader to think out what needs to
be accomplished
• Provided ahead of time (as it should be), the agenda
lets people know what to expect and allows them to
prepare as necessary.
• It reminds people of what there is left to cover if
times gets to be an issue.

5. Planning the Agenda
• The agenda planner is designed for a group that
meets on a regular basis.
• 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

6. The Header
• Should include the following:
• Name of Meeting
• Date
• Time
• Location
• People attending the meeting

7. 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 sure
the 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.

8. 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
• Have everyone agree to the agenda before
continuing with the meeting.

9. Order of the Agenda
• Agenda/Topic
• Presenter
• Desired Outcome
• Time Allocation
• Announcements

10. Call to Order
• START THE MEETING ON TIME!!

11. Topic
• Items should be very short, usually less than 7
words.
• Be specific as possible- the more vague the topic
the more vague the discussion
• Ensure that each topic helps achieve whatever
goal you have outlined for the meeting.

12. Old Business
• Any issue which was not concluded or postponed
• Follow-up

13. New Business
• This may include the following:
• Reports
• Trainings
• speakers

14. Announcements
• Sets aside time to make announcements
• This may include the meeting date and time for
the next meeting.