The document provides guidance on how to effectively prepare an agenda for a meeting. An agenda serves to keep a meeting on track by outlining topics for discussion and their expected time allotments. When writing an agenda, the most important topics should be first and specific time frames should be assigned to each. The header should include the meeting name, date, time, location and attendees. Topic items should use action verbs and designate a presenter. Providing the agenda in advance allows attendees to prepare. The agenda should be reviewed at the start of the meeting to get agreement before proceeding.

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.