An agenda is a document containing the topics to be covered during a meeting. Writing this list is an integral part of planning and conducting a meeting. In fact, it defines the purpose of the meeting, indicates details on the subject of discussion, designates the participants and assigns a specific amount of time to each issue. If you are planning a meeting, find out how to gather all the information you need for drafting and organizing the agenda. Make one by following the tips in this article.
Steps
Method 1 of 1: Write the Agenda
Step 1. Notify all people who will be attending the meeting
- You can do this by email or by handing out a reminder in the office. The important thing is to put the invitation in writing.
- Specify the date, time, place and purpose of the meeting.
- Request a response to the invitation. It should be clear to attendees that accepting the invitation means making a commitment to attend the meeting.
Step 2. Ask them to send you the items to add to the agenda before a certain date and time
- Remind them that they should explain the matter to you in detail so that you can accurately list it in the document. Not only do you have to present the topic to be treated, it is mandatory to enter a brief description about it.
- Check the amount of time you can allot to present each topic.
Step 3. Create the first draft of the agenda using all the topics and related details collected
- Create a table divided into three columns, respectively entitled "Topic", "Exhibitor", "Available Time".
- Sequence the issues to be discussed in order of receipt, urgency, or relevance.
- Write a brief description of each topic based on the participant's explanation.
- At the top of the sheet, enter information about the meeting, such as the date, time, goal, location, and duration.
Step 4. Send this proposed agenda to the exhibitors of the topics that have been explained to you
It will allow you to verify that they have no problems with the sequence of interventions you have established and the time you have allotted to each.
Step 5. If necessary, make any changes or reorganize the document
Step 6. After final approval, distribute the agenda to all attendees
Before the meeting, give them sufficient time to review and reflect on the document. If they think they can contribute to the discussion, they will have the opportunity to speak. It is reasonable that they send you notice at least two days before the meeting.
