A business agenda is an integral key to achieving a smooth and informative meeting, as it will give guidelines as to what needs to be discussed and take place. Having a written agenda will make your meetings shorter, more concise and more productive.
Begin by writing the location of the meeting and the time it is scheduled to begin, as well as an estimated duration time. This will help your members to arrive in a timely manner, as well as giving them an idea of how much time to allocate from their schedules.
Describe in each heading what is to be addressed, and give one or more possible solutions to the item. This will help facilitate discussion and encourage members to contribute ideas for solutions while at the same time keep the agenda on track.
Ensure that each step follows a logical flow, and that you remember to include any topics that were tabled at the previous meeting. Write the initials of the person who was assigned follow up on old business topics in brackets so the topic can easily be referred to them during the meeting.
Indicate the allotted time for each item on the business agenda. Twenty minutes is a good rule of thumb; if an item goes too far over that amount it can be deferred for follow up in the next meeting.
Send your agenda to the appropriate persons a couple of days before the meeting, along with any notes or pertinent information. This will give the members time to think about the points to be covered, thus ensuring more constructive input.