Setting an Agenda

Introduction

An agenda is a list of topics to cover in a meeting. Agenda is important because it helps the progression of a meeting by giving the meeting members direction. Agenda can build by asking three questions, which are:

1. What do we need to do in the meeting to achieve our objective?
2. What conversations will be important to the people who attend?
3. What information will we need to begin?

A complete agenda contains a list of attendees, the meeting’s time and location, necessary background information and brief explanation on each item.

Time, length and location

To avoid problems, all three of these details need to be present on and agenda.

Participants

The overall size of the group is important. It’s best to keep the size small so that everyone can participate in discussions. You also need to identify on the agenda the people who will be attending because it will help to alert all members about whom to expect in the meeting.

Background information

Sometimes, participants will need background information to give them new details or to remind them of things they may have forgotten. Background information can also provide a description of the meeting’s significance.

Items and Goals

A clear list of topics and goals will result in better informed members and more productive satisfying meetings. Goals are useful in at least two ways: first, they help to identify those who ought to attend the meeting. Second, specific goals help the people who do attend to prepare for the meeting and they help to keep the discussion on track once it begins.

Pre-meeting Work

The agenda is a good place to tell members how to prepare for the meeting by reading information, developing reports, preparing or duplicating documents or locating facts or figure.

The order of agenda items is important. The meeting ought to begin with relatively simple business, minutes, announcements, and the easiest decision. Once the members have hit their stride and good climate has developed, the group can move to the most difficult items.