Wednesday, March 8, 2023

AGENDA of a MEETING

 Agenda



Agenda means- a plan of things to be done or problems to be addressed.

Agenda means - a list of items to be discussed at a formal meeting.

An agenda is a document prepared formally before any meeting and has a list of activities to be done sequentially in the meeting. An agenda is always prepared carefully with necessary details before the meeting. It is distributed to the participants three to five days before the meeting day. Activities and topics are mentioned with the names of speakers and time duration.  It also includes the things which are to be achieved during a meeting. The agenda is also used to determine the goal of a meeting.

Purpose of Agenda

The main purpose of an agenda is to give the participants a clear understanding of the meeting.

Importance/Advantages of Agenda

1.    It logically guides the participants through the whole process.

2.    It also makes the participant familiarized with the topics to be discussed.

3.    It helps in the smooth flow of meetings.

4.    It is helpful in productive meetings as it is planned in advance.

5.    It saves time as time is fixed for each speaker.

6.    Participants know the activities well in advance.

7.    It Gives the meeting a clear purpose.

8.    It helps participants stay on track.

9.    It helps define responsibilities.

Easy Steps to Writing an Agenda

1.    Write the title of the agenda.

2.    Followed by a who, when, and where information.

3.    Write an overview of the meeting.

4.    Outline the topics and give a sufficient allotted time.

5.    Add extra instructions.

6.    Check for errors.

7.    Prepare a fair draft

Tips for Writing an Agenda

1.    Create the agenda three or more days or even weeks before the actual meeting.

2.    Set up a standard meeting agenda.

3.    Consult the team.

4.    Write all the important information.

5.    Follow a standard and well-structured agenda.

6.    Distribute it before the actual meeting. 

Dos and Don’ts of an Agenda

Dos

1.    Plan and prepare the agenda ahead of time.

2.    Give your agenda a title.

3.    Include all the necessary information in your agenda.

4.    Follow a standard agenda format.

5.    Make your agenda clear and well-written.

Don’ts

1.    Distribute it during the actual meeting.

2.    Not preparing adequately.

3.    Providing irrelevant, unnecessary, and insignificant information.

4.    Using unfamiliar terminologies and jargon that are not familiar to the company.

5.    Providing unorganized and disordered agenda.

Parts of an Agenda

Almost all business follows a similar format of an agenda to run their meeting effectively and ensure that it stays on time. An agenda must include the following sections in it.

1.  The title of the agenda: The titles are important in any agenda as it can be used as identification.

2.  Details of the meeting: this part includes the basic details of a meeting like-

o   Date: ………………………………………..

o   Time: ………………………………………..

o   Duration: ……………………………………

o   Place of meeting: ………………………………………..

o   Meeting types: Brainstorming /discussion/Assessments

o   Purpose: …………………………………………………….

o   Objectives of the meeting: ………………………………………….

o   Name of attendees: …………………………………………….

3.    Roles of meetings

o   Meeting called by/Host: ………………………………………..

o   Facilitator: ………………………………………..

o   Note Keeper: ………………………………………..

o   Time Keeper: ……………………………………….

4.    List of Actions/activities

o   Name of speakers, their topics, and the time allocated is written serially.

5.    Prior meeting Action if any:

o   Preparation beforehand: ………………………………………..

o   Need to bring (if required): ………………………………………..

Important Terms in an Agenda

1.     Call to Action/ Call to order:

This is a fancy way of stating the beginning of a meeting. It’s essentially the opening act of a President or senior member of the team (facilitator) as they start a meeting with the rest of the group. Typically, the President or facilitator has a scripted agenda to use as they open the meeting.

2.     Roll call: 

The attendance-taking procedure by the secretary/any designated person

3.     Reading and approval of minutes:

The facilitator consults previous meeting minutes or notes. The President or the facilitator will ask here if there’s anything that’s been left out, that needs correcting or updating.

4.     Standard order of business: 

The standard order of business means the items on the agenda are listed in a prioritized manner.

5.     Adjournment: 

It is the last part of an agenda. If there’s no further business to be discussed, the meeting is adjourned (ended). This is your formal wrap-up, and take any questions or comments from your team members. A discussion of what’s to be expected at the next meeting is made.

 


 


FORMAT OF AN AGENDA



Examples of Agenda

Example 1: Write an agenda for the meeting planned to be held next week in the department of Electricity board. (invent details by yourself)

Meeting with XEN (Electricity Department)

Agenda

Date and time:   03/12/2022, 1:00 PM

Duration: 1 hour

Venue: Seminar Hall, Ground Floor, Hydel Office, Meerut

Meeting types: Discussion

Purpose:

This meeting is to discuss the annual plan for the recovery of the bills and to plan for the future by generating ideas and assigning roles and responsibilities.

Objectives of the meeting:

By the end of this meeting, we will:

1. Set up the rules for the recovery.

2. Develop a formal definition of the mission.

Name of attendees:

Mr. Amit Khurana, Mrs. Sheeta, Ms. Lalita Boss, Ms. Rekha Shah, Mr. J.S. Raghav, Mr. Ritesh, Mr. Kamal, Mr. Vinod Jayant, Ms. Deepti, Mr. Nishant, and Ms. Jaya.

Chair: Mr. Subhash Sharma

Facilitator: Mrs. Sheeta

Note taker: Mr. Vinod Jayant

Timekeeper: Ms. Deepti

List of actions

1.     Call to Order                                                  Chairperson                       02 minutes

2.     Roll call                                                          Mrs Sheeta                        03 minutes

3.     Reading and approval of minutes                  Ms Lalita Boss                   05 minutes

4.     Introduction of Team Members                     Mr Subhas                          05 minutes

5.     Previous Quarter report                                 Mr Ritesh                           05 minutes

6.     Team Purpose Definition                              Mrs Sarita                           15 minutes

7.     Upcoming objective                                     Mr Rawat Jai Surya            15 minutes

8.     Unfurnished business                                   Mr Nishant                          05 minutes

9.     New business                                               Ms Jaya                               05 minutes

Please read (before the meeting): The report of Recovery department

Please bring: Note paper and Pen or Pencil

Adjournment: 2:00 PM

 

Example 2: Being the Personal Secretary of ‘The skill Development Training Institute’ draft an agenda for a meeting to enhance the core content for the ‘Teacher Orientation and Professional Development' Programme.

Enhancement in Teacher Orientation and Professional Development Programme

Agenda

Date: 3rd November 2021                                                           Time: 10:00 am

Duration: 1 hour

Place of Meeting: Seminar Hall, First Floor, GMS Building

Meeting types: Brainstorming

Purpose:

To update the older course content and develop the new one.

Objectives of the meeting:

To find out a way to prepare easy accessibility of course content to masses.

Name of attendees: Shri J.S. Rawat, Ms. Mridul, Ms. Rakhi

Meeting called by: Coordinator SDTI

Facilitator: Shri J.S. Rawat

Note Keeper: Ms. Mridul

Time-Keeper: Ms. Rakhi

1.     Call to Order                                         Chairperson             10:00 am – 10:02 am

2.     Roll call                                                Mrs. Neha                 10:02 am – 10:05 am

3.     Reading and approval of minutes         Ms. Lalita Boss          10:06 am – 10:15 am

4.     Introduction of Team Members            Mr. Subhas                 10:15 am – 10:20 am

5.     Area of improvements                          Ms. Desai                    10:20 am – 10:40 am

6.     Discussion and suggestions                  All team members     10:40 am – 11:00 am     

Adjournment: 11:00 am

 

           

Example 3: Your Boss told you to plan a meeting with the sales executives and prepare agenda for the same. Prepare the agenda by inventing details

VIKAS PUBLISHING HOUSE Bali road, 36- GSM building Meerut

Agenda

Date: 4th Feb 2019                                                                                     Time: 9:00 am

Venue: Room No. 4, Main Building

Types of meeting: Brainstorming

Meeting Purpose:

Increase in sales.

Meeting Objectives:

1. To review the minutes of the previous meeting

2. Finding ways to increase sales in the Northern region

3. Exploration of new and Innovative ideas

Attendees: Shri Rajumani Rao, Mrs. Sujata Jaya, Miss Devwani Sharma, Miss Reeta Rao, Mr. Raghu, Ms. Mani, and Mr. Vishal Kumar

Host: Shri Rajumani Rao

Facilitator: Mrs. Sujata Jaya

Time-Keeper: Miss Devwani Sharma

Note-taker: Miss Reeta Rao

Discussion:

Time                  Type of Action                                                                          Speaker

9:00 am             Call to order                                                                      Shri Rajumani Rao           

9:02 am        Welcome/Introductions/ minutes of the previous meeting   Mrs Sujata Jaya

9:10 am        Action plan updates                                                               Mr. Raghu

9:40 am        Exploration of ideas for growth                                             Ms mani,  

9:55 am        Decisions taken                                                                      Shri Rajumani Rao

10:00 am      Adjournment                                                                           Shri Rajumani Rao

 

 








 

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