The agenda is the skeleton of a meeting or meeting. It is in it that the main topics for discussion and the main areas of discussion are set. It establishes the order of the meeting, focuses the attention of the participants on a professional conversation, does not allow the discussion to develop into a chaotic exchange of views.
Instructions
Step 1
Start preparing the agenda as soon as management has decided on the date and topic of the meeting. In hot pursuit, it will be easier for you to formulate its points. In addition, you will have enough time to correct the first option if the manager wants to amend.
Step 2
Highlight the major and minor aspects of the meeting topic. Don't overload the agenda with small issues that can be resolved on a routine basis. The best option is to include 1-2 significant points, in the discussion of which the majority of the team is interested, and leave time for prompt resolution of less important issues, including those that arose during the meeting.
Step 3
Formulate the agenda items. Avoid ambiguous or ambiguous sentences. Make the items on your agenda as specific as possible. After reading them, the meeting participant should easily understand the essence of the problem and the purpose of its discussion. If you have any difficulties, seek help from a specialist who will give a keynote speech on this topic.
Step 4
Each item should begin with the preposition "about" or "about": "On the initiative of the sales department to hold a clean-up day" or "On the redistribution of functions between the marketing department and the press service", etc. If any regulatory document is brought up for discussion, the clause may sound as follows: "On the approval of the Charter of the enterprise" or "On amendments to the job descriptions of the staff of the secretariat", etc. For informative questions that do not require discussion, please provide an appropriate explanation in brackets or separated by a colon. For example, "On promising areas of book publishing: Report of the Deputy General Director on a business trip to the seminar."
Step 5
Structure your agenda. In practice, there are two ways to arrange questions: from most important to less important and from minor to significant. Each option has its positive aspects. In the first case, the main issues are considered at the beginning of the meeting. Employees are more active, fatigue does not affect them yet. But the discussion of the first question may drag on, there will be no time left for solving minor, but important problems. If the meeting begins with less important points, employees gradually join the rhythm and by the time the main issue is announced, they are quite set up for a constructive dialogue.
Step 6
Print the agenda according to your organization's record keeping requirements. In addition to the actual questions for discussion, indicate the date, time, location of the meeting, keynote speakers, participants and invited experts. Approve the document with the head of the organization. You will attach the original agenda later to the minutes of the meeting. Based on the approved agenda, prepare a newsletter or announcements for employees.
