preparing an effective agenda
TRANSCRIPT
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PREPARING AN EFFECTIVE AGENDA
Adapted by the Teacher
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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
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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.
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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
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The Header•Should include the following:• Name of Meeting•Date•Time•Location•People attending the meeting
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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.
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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.
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Order of the Agenda
•Agenda/Topic•Presenter•Desired Outcome•Time Allocation• Announcements
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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.
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Old Business•Any issue which was not concluded or
postponed•Follow-up
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New Business•This may include the following:•Reports•Trainings•speakers
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Announcements•Sets aside time to make announcements•This may include the meeting date and
time for the next meeting.