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Preparing an effective agenda

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How to prepare an effective agenda.

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Preparing an effective agenda

  1. 1. PREPARING AN EFFECTIVE AGENDA
  2. 2. 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 with adjournment. 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.
  3. 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
  4. 4. 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 to participants  Will make the meeting more efficient and productive
  5. 5. 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
  6. 6. 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
  7. 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. 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.
  9. 9. Thank You

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