A business meeting without an agenda is much like traveling to a new destination without a map. Without an agenda, a meeting is likely to have little focus, no direction and no course of action. By creating a good business agenda for a meeting, you will efficiently take care of business and be able to focus effectively on the future.
Steps to write business agenda
Welcome attendees and call the meeting to order. At this time you may make any general announcements pertinent to the meeting or meeting space before moving forward.
Invite the secretary and treasurer to make their reports and respond to questions. During the meeting, the secretary and treasurer reports should be officially approved by the group.
Review old business. If your company or board has departments or divisions, each group should be given their own portion of the agenda to bring up two or three relevant items regarding past or ongoing business issues. Progress of each issue should be reported, and time should be provided for any questions and further explanations.
Address new business. Again, each division or department should have an opportunity to inform the board or group about upcoming projects or efforts. This may be the time to ask for involvement, volunteers or other forms of participation or support. Time should be allowed for questions and follow-up answers.
Provide an opportunity for attendees to address new issues of concern not discussed during other items of business on the agenda. This is typically called “Open Forum.” During this time, new concerns or ideas can be addressed in an orderly manner. The chairperson conducting the meeting must recognize, or officially call upon, an attendee before she begins her open forum discussion.
Close the meeting when all discussions are finished. At the time of adjourning, a new meeting date should be set. This pre-planned date should appear on the agenda. If it needs to be changed, the new date can be reflected in the minutes.
Send the new meeting agenda to all expected attendees so they know what to expect during the meeting.
1.What should I include in a meeting agenda?
Ans: Ask your other coworkers about issues they think you should discuss during the meeting. That way, you can make everyone feel like they have a voice.
2.Does the format for an agenda need to be the same as the minutes format?
Ans:Not necessarily, but it makes sense to try to follow the same format for continuity.
3.What is the typical size of an agenda?
Ans:The typical size of an agenda is 1–2 pages. This will keep the meeting within time constraints and the people attending the meeting won’t get tired from reading long agendas. Also, long agendas will tend to make readers bored and they will not read the whole thing.