Meeting Agenda
Tutorial
Copyright © 2001-2005
This meeting agenda tutorial will explain
how to compile an agenda and what information should be included.
The size of the agenda will determine the
length of time the meeting will run for, e.g. You have issues that must be
discussed at this meeting, so you may have to schedule your meeting for
the whole afternoon - 2-3 hours.
Alternatively, the length of time available
by each member is minimal, say, only 1 hour. Then you would need to
schedule the most pressing matters to be included in the agenda. It
may mean you need to have 2 meetings in the month, if matters cannot wait
another whole month.
Ideally, always try and keep your meetings
to approximately 1 hour and always have an agenda as it helps the meeting
procedure to be keep on track i.e. members will focus on the agenda items
and not waste time.
If you are unsure how to prepare an agenda,
use the example below as a guide for your meetings or refer to this handbook.
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The Secretarial Site
Management Committee
AGENDA
for the First Meeting to be held on
Monday, 27th January 2003 at 10.00am
in the Board Room of The Secretarial Site Headquarters
situated at 24 Second Street, TREESVILLE.
|
| Time |
Subject |
Page Nos. |
| 10.00am |
Welcome members |
|
| 10.05am |
Apologies |
|
| 10.10am |
Minutes - Adoption of Minutes of Meeting held
on 2nd December 2002 |
1 - 10 |
| |
Business Arising from the Minutes |
|
| 10.15am |
Correspondence:
Receive and adopt Inward and Outward Correspondence
- List here, one by one, all correspondence received that
requires a decision on.
- etc
- etc
|
11 - 12
13
14 |
| 11.00am |
Financial Statements - Receive and adopt the
accounts for payment and financial statements for the period ended
.......... (the date that goes in here is usually the last day of
the previous month e.g. for this Agenda it would be 31st December
20020 |
15 - 17 |
| 11.05am |
General Business - usually this is where
people at the meeting raise matters that have arisen since the
preparation of the agenda and are matters of information or
requiring a decision. |
|
| 11.10am |
Date, Time and Venue of next meeting (this is
the best time to set the next meeting date as all members can
advise if they would be available and enter it in their diary) |
|
When compiling your agenda, correspondence
should be in the order set out on your agenda index page (as above).
Ideally, put a cover page on the front of it - can be cardboard, plastic
see through cover, or paper and list basically the information that is
contained here i.e. Name of Committee, day, date
and time of meeting and the venue.
The number of photocopies prepared is as
follows:
- one for each member invited
- Agenda Book record - if it is necessary
to keep an official record
- Minute Secretary (person who will be
taking the minutes)
- Treasurer
- Guests and Media.
If you are discussing sensitive or
controversial issues, you may need to stamp those pages
"confidential" so that there is no doubt that information on
those confidential pages is for the information of members only. I would
also make sure the items were marked confidential on the index pages as
well.
If you make agendas available to the media
prior to the day of the meeting, you need to have an understanding in
place that no information is published until after the meeting.
By issuing an agenda for each meeting helps
members be prepared for the meeting as they would have had time to read
the correspondence/reports prior to attending the meeting. This
helps keep the meeting to the time limit and members should make notes of
the points they wish to raise or seek clarification on at the meeting.
They can even research issues where they feel it is necessary.
If your meeting is a committee meeting and
there will not be any written correspondence or reports to send to members
as an agenda, always send your minutes of the previous meeting out with
the meeting notice and the agenda index should list the points to be
discussed at the meeting. By doing this, at least your members will
be foreworn about the topics for discussion and would have had time to
consider issues for and against the matter, or maybe even suggest another
form of action.
If after you have sent your agenda out and
further correspondence has been received that you feel should be
considered at the meeting, you can still submit it to the meeting.
This is usually referred to as "Late Correspondence". You
use the same agenda index format (as above) and just continue the
numbering on, don't start from 1 again.
At some time you may list an item in the
agenda for discussion but the report or correspondence will not be
available until the morning of the meeting, in the page number column,
just type in "to be tabled". You would then present each
member with a copy of this report at the meeting.
Now that you have set your agenda for the
meeting, see how you will record minutes of this meeting. See the next
tutorial "meeting minutes".
Your
Meeting Handbook - this is a great book to reference time and time
again - it has information on preparing for the meeting to actually
conducting the meeting.
See below the type of information you can
access right here:
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