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
|
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
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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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