Meetings are one of the most widely used forms of communication in companies and are part of the agenda of management and office specialists. Here are some tips for creating an effective agenda.
What is the board meeting agenda?
Preparation of the meeting begins with the agenda. It is a written plan of all the topics to be addressed in the meeting. It is a list of things that participants want to achieve in a meeting. The agenda should be distributed at least 24 hours in advance of a meeting to allow attendees to prepare for the event; the agenda should be available a few days before the board meeting. The more time your coworkers have to prepare for a meeting, the more likely they are ready to participate effectively.
All the wording of the agenda can be divided into two groups: wording in terms of the problem and wording in terms of the task. In the first case, the problem is only outlined, while in the second in general there is already a solution. That is, it is advisable to use this option when the decision has already been made and the purpose of the meeting is to inform the participants.
The procedure of agenda making
When forming an agenda for a board meeting there are the following stages to proceed:
- Gathering information to design the agenda
It is best to start by identifying what topics the meeting attendees find relevant to the agenda. Look through their emails or just give them a call. Some meeting management systems, like BoardEffect, allow the agenda to be created in an environment in which participants can contribute their suggestions electronically.
- Choosing a template for the agenda
Although there are millions of meetings every day, it is quite difficult to find good templates for an agenda. This has to do with the many, various types of meetings, among other things. However, some are fairly standardized and that you can use as a starting point. To save time creating the agenda for the board meeting, it makes sense to prepare an agenda template for the board meeting.
- Forming an agenda
Now when you have the information and a draft of the topics in hand, you can begin creating the agenda. You can use a normal word processor or board management software such as BoardEffect for this. The board portal has a module for creating such documents, in which you can very easily enter the topics and the times intended for them.
- Sending agenda in advance
It is better to send the agenda around five days before the meeting. For larger conferences, of course, a longer lead time is necessary, as the agenda is usually the invitation at the same time.
H3: Basic tips
Board meetings without a coherent agenda result in wasted time and decreased board effectiveness, causing unnecessary delays for the company.
Thus, there are the following basic tips for a good agenda:
- Enter the beginning and the end for each point.
- Make sure there is enough time for breaks.
- Add your point for preparation.
- Don’t forget to distribute the agenda well in advance of the meeting.
- Make sure you have planned no more than is reasonably attainable within the timeframe of your meeting.
- First, you need to discuss easy to decide issues, and only then – controversial.
- Before sending the agenda, ask the meeting participants to give you the desired items on the agenda by a given date before the meeting. Ask them how much time you should plan for each point.