Sat, March 28, 2020

Meetings: Agenda

The agenda is your road map for your meeting journey. It tells you which road to be on and where you need to turn. It also tells you when you should not be exiting or stopping.

Generally an agenda is a written outline of the meeting. It starts with a reminder of last meeting (approval of minutes/financials), covers any left over or follow up decisions (old business), then moves to anything new that you want to introduce (new business).

It helps if everyone is emailed or given a copy of what you are going to talk about ahead of time. Let me share a simple example:

——————————–
Agenda for Pie Business

Call meeting to order
-Approval last meetings minutes (notes).
-Approval of financials. (any money coming in or going out)

Old Business
-Report from group about monkeys eating our bananas.
-Decision from discussion about riding bikes for charity.

New Business
-Banana cream pie discussion.
-Set up a baking group to make banana cream pies.

Adjourn meeting.
———————————–

When you have an agenda it helps you to focus on the issues that need to be dealt with. Anytime someone brings up something not on the agenda, point back to the agenda to keep the meeting on tracks. The more info you give people before the meeting the less likely you are to have distractions.

Agendas always start with a call to order and ends with an adjournment. You can talk about things outside of the meeting, but it will not be official.*

“Old business” are the things that you started in the last meeting that need to be finished. You may have set up a group to investigate an issue and bring their ideas to the meeting. Or it could be something that was brought up at the end of the last meeting that you decided needed more time to make a good decision.

“New business” are the things that have been submitted to be discussed. All of these things have priority over anything else that may be brought up in the meeting unless it is a major issue. These things should be the only things covered since they were the only things that your group members knew about. Most people do not like surprises in meetings, unless they are rewards, food or money!

(* Official: Each meeting should have a note taker, secretary, scribe . . This person takes notes of all the important decisions and adds them to the ‘minutes.’ Minutes are the notes from each meeting which tracks decision the group has made. More on how to take good meeting notes later)

There is not much to talk about when it comes to agendas, but if you have a question, add it in the comments.

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