How to prepare an effective agenda.

1. PREPARING
AN EFFECTIVE
AGENDA

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. 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. 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. 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. 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. 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.

12. Thank You