How to Create a Meeting Agenda

An agenda can make a meeting more productive for a board or company.

An agenda is a written list of tasks and topics for a scheduled meeting. This list can serve as the framework for a productive meeting, helping groups stay on task and accomplish the things that need to be done. Agendas that are carefully prepared in advance of a meeting allow participants to complete background research ahead of time, add relevant topics or points of discussion, and think ideas through before they are brought to discussion. Properly prepared agendas make meetings more efficient and businesses more productive.

Instructions

Plan Meeting Guidelines

1. Create a template for your meeting agenda that you can reuse every time. Include spaces for meeting logistics, meeting purpose, attendees, preparation expectations and agenda items.

2. Fill in the agenda template by listing the meeting's logistics. Include the time the meeting will start and finish, its date and location, who will be attending and brief biographical information of any outside participants. Online meetings should contain a notice to log on a few minutes early and how to test systems for compatibility. Eliminate possible questions by providing all necessary information up front.

3. List the purpose for the meeting and its desired outcome. Participants should know ahead of time if they are going to be asked to make a decision, provide an opinion or brainstorm.

4. Add relevant information about what participants should bring, lists of URLs or other reading materials that should be reviewed ahead of time, and information about how to access relevant documents. Explain what participants should do in advance to prepare for the meeting.

Create Topics for the Agenda

1. Determine what items need to be added to the agenda and write descriptive headings for each, indicating what is to be discussed. All items should have a recommended course of action to guide the participants in the right direction.

2. Use actionable verbs to describe agenda items, such as those that describe how to complete tasks to encourage tangible results during the meeting.

3. Create a logical order from one item to the next as you add items to the agenda. For example, you can list agenda items by department, order of urgency or any organizational style you prefer. Alternate difficult items with quick, simple or pleasant tasks so that participants can feel a sense of accomplishment as items are completed.

4. Write the approximate time each topic should take in discussion next to each agenda item. This will help keep the meeting on track. Also include the name or initials of the person who is reponsible for presenting the information.

5. Review the previous meeting's agenda to ensure continuity and follow up on previous topics.

Tips & Warnings

• Be sure to leave space around items on an agenda so that participants have room to take notes.

• Don't try to achieve too much in one meeting. Lengthy meetings should not be caused by long agendas; instead, topics should be fully explored and discussed in-depth as needed.

• Don't leave important decisions until last or they may not be completed until a follow-up meeting can be held.

References

• University of Illinois Extension: The Organized Agenda--A Vital Tool for Efficient Meetings
• Connect Groups: How to Write an Agenda
• BNet; How to Create a Meeting Agenda You'll Actually Use; Wayne Turmel; March 2, 2011
• University of Wisconsin System: Creating an Actionable Agenda

Resources

• Read this Article in Spanish
• Microsoft Office: Creating a Meeting Agenda