Proper Format for Meeting Agendas

Save

The purpose of a meeting agenda is to ensure that attendees have an idea of where the discussion is headed. It also provides a time frame so that everyone involved knows when the meeting will wrap up. Create a quick meeting agenda template in the right format so that all you have to do is update it for each session.

List Format

  • When writing a meeting agenda, you must format it in a numeric and alphabetic list in order of events. The standard format has the word "Agenda" at the top of the page. Under "agenda," write the company name, date and time of the meeting. Each main item on the agenda is proceeded by a number or roman numeral as follows: "I. Introduction, II. Correspondence." Under each main category, add more detailed descriptions preceded by a letter in alphabetical order. Here is an example: "a. General Introduction, b. Introduction of New Members." Continue this sequence for all agenda items and descriptions.

Outline

  • The basic outline for a meeting agenda is, first, the introduction, followed by the minutes from the previous meeting (recital and approval), reports, new business, discussion items (in order of importance) and the closing. This is a basic guideline for an agenda --- of course, you can add your own items in the order you prefer.

Time Estimates

  • You should also include time estimates for each item on your agenda. Use time blocks in minutes or hours, using realistic estimates. The parliamentarian of the meeting (usually a secretary or manager) can then use these guidelines to keep the meeting on track. So, for instance, you might add "3 minutes" next to the introduction line item and "15 minutes" under each item up for discussion.

Responsibilities

  • In addition to the meeting time estimates, also include the name of the person who is responsible for leading each discussion. If you or the manager is the only person who plans to conduct the meeting, this is unnecessary. But if you have different team members assigned to each task on the agenda, include the names. For instance, if a secretary is giving the minutes, include her name next to that item on the list.

References

Promoted By Zergnet

Comments

You May Also Like

  • A Typical Business Meeting Format

    Love them or hate them, meetings are a necessity in today's business world. Meetings are an opportunity for teams to get together...

  • How to Format an Agenda for a Director's Meeting

    Agendas shape the expectations of a meeting. Using an agenda template provides standardization and a formal format for a director's meeting. Planning...

  • How to Prepare for a Board of Directors Meeting

    A smoothly run board meeting can boost the confidence of directors in their leader. By contrast, a scattered, inefficient meeting can cause...

  • How to Format a Business Meeting Agenda

    A business meeting agenda is used to communicate important matters that will be discussed in a meeting. This document allows all participants...

  • How to Format Agenda Notes

    Agendas and agenda notes go hand-in-hand. Agendas offer a chronological outline of a meeting while agenda notes (minutes) provide details that were...

  • How to Outline a Meeting Agenda

    An organized and developed meeting agenda ensures that all important subjects get covered at a given meeting. An outline structure helps guide...

  • Types of Agendas

    Meetings can flounder without proper planning, even with a clear purpose and appropriate participants. Using an agenda to plan a meeting can...

  • Structure & Format in Agenda Writing

    The structure and format of writing an agenda is done in an exact way. Learn the proper format of an agenda from...

  • Order in Agenda Writing

    Writing agendas in a specific order keeps meetings organized. Learn about creating an order to agendas from a communications and public speaking...

  • Agenda Format Examples

    Agendas are like high-octane fuel for meetings--they can greatly improve the efficiency and productivity of any decision process. One good agenda can...

  • Business Meeting Etiquette

    Many people cringe when they hear that they have to attend a business meeting. They're afraid that it will be a waste...

Related Searches

M
Is DIY in your DNA? Become part of our maker community.
Submit Your Work!