How to Prepare Meeting Agendas

Preparing an agenda helps to keep a meeting on subject.

Prepare a meeting agenda to plan a smooth-flowing meeting that covers all the topics you need to discuss. You can create an agenda in any word processing software. Using a template will provide a consistent format and remind you to include basic information like time and place. If you want to hold the meeting to a specific time, include the length of time allotted to each topic. Distribute the agenda to attendees before the meeting. That allows them to prepare for the discussion and to contact you for clarification beforehand, instead of holding up the meeting with questions.

Instructions

1. Open a new file in the word processor on your computer. You can go online to download agenda templates for popular word processing software, or just create an agenda that matches your needs in your word processor and use it as a template for future agendas.

2. List meeting details in a hghly visible area of the agenda, across the top or on the upper left side. Include the location, date, start time and ending time.

3. Enter the main topic headers, using bullet or number points. Each meeting will have unique topic headers. Some common ones for formal meetings are: call to order; attendance; approving minutes; old business; new business; question and answer period; and adjournment.

4. Add subheads under each main topic, if necessary. Include one to three basic details about the topic. The time allotted for each section should be one of the details.

5. List any individuals who are specifically required to present information on a specific topic, or who will lead discussion of that topic.

6. Proofread your agenda, make corrections, and save the file. Print it for distribution to participants or send it by email.

References

• EffectiveMeetings.com: How To Create an Agenda, Step by Step
• Ohio State University Extension: Making Meetings Manageable