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Meeting agenda and sample of meeting agenda – The best managing meetings guide

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Preparing an agenda

A well-run meeting will have a clear and concise agenda. An agenda is usually a one-page document that outlines what will happen at the meeting and what topics will be discussed. It is the list of business (essential topics) to be dealt with, in order of presentation. An agenda advises attendees of both the meeting purpose and the role they are expected to play.

Before the meeting, someone, usually the chairperson or meeting convenor, is responsible for preparing a draft agenda.

Sample of meeting agenda
You will learn how to make meeting agenda (IMG SRC)

Items for the agenda will come from a variety of sources including:

  • a review of the minutes from the last meeting
  • ongoing issues from previous meetings
  • new correspondence
  • the organization’s calendar
  • input gathered from the meeting convenor and other stakeholders

Depending on the purpose and type of meeting, attendees should be given the opportunity to add relevant items to the meeting agenda.

The agenda guides the meeting process and helps participants stay focused on the issues. It also reduces the possibility of a business being overlooked or forgotten in the meeting.

Components of an agenda might include:

  • Purpose of meeting
  • Date
  • Time
  • Location
  • Statement of meeting’s purpose
  • Welcome
  • Apologies
  • Acceptance of the previous meeting’s minutes
  • Major agenda items
  • General business
  • Matters or business arising from the minutes
  • Correspondence
  • Reports
  • Date of next meeting
  • Time allocation
  • Allocation of responsibilities

how to make meeting agenda
You must have agenda before any type of meeting

Alternately, an agenda might include:

  • Call to order: The person leading the meeting (the chairperson or president) says, ‘The meeting will come to order.’ This is how the meeting is started.
  • Minutes: One of the secretary’s jobs is to take notes during the meeting and write down everything that was discussed. During the meeting, the secretary will read the minutes of the previous meeting.
  • Officers’ reports: Officers of the group/ club include the chairperson, vice-chairperson, secretary, and treasurer. A report is given by each of the officers during the meeting.
  • Committee reports: The chairperson of each committee tells the group what the committee has been doing.
  • Unfinished business: The chairperson presents items discussed at the previous meeting that need to be discussed further.
  • New business:  The chairperson presents new topics for discussion. New business sometimes is referred to as special order.
  • Special interest program: A guest speaker is invited to speak about a topic of interest.
  • Announcements: The chairperson or another member shares information with members about upcoming events and activities.
  • Adjournment: The chairperson moves to adjourn the meeting and closes the meeting.

Each agenda item should have specific time frames attached, for example:

  • Welcome: 3 minutes
  • Presentation: 30 minutes etc

This sample agenda outlines the topics to be discussed, the people who will be responsible for them, and the time frames of topics.

Internet Marketing Association
Meeting Agenda
Wednesday 14th July 20XX, 10:00 am in Board Room
Opening remarksPresident3 min
Acceptance of the previous minutesPresident2 min
Guest speakerAlan McFarlane Project Officer,
Seniors Online
30 min
Business Arising from the previous minutes  
Establishing contact with the UK associationKate5 min
Employee induction program updateHelen15 min
Standing items  
Membership report: Statistical report
New member program intro
Gupta15 min
Financial report: Status of budgetExpected outgoings inMary10 min
New items of business  
Initial ideas for next publicity campaignSubail15 min
Christmas partyHeidi10 min
AOB 15 min
Close 12 noon
Sample of Meeting Agenda

Following an agenda does not always imply unquestioning devotion to it. For example, if an unplanned deviation could produce a clarification or the bonding together of meeting participants, then it might be necessary to allow the deviation.

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