The main purpose of an agenda is, prior to the meeting taking place, to list down the topics that are to be discussed, or the activities that will take place. Agendas help any participants to plan ahead of time, giving them a clear idea of the subjects to be discussed and help them provide a clear list of items that they, themselves wish to discuss. An agenda will help provide a sense of direction to the meeting. They help keep meetings on time, and ensure that all topics previously highlighted for discussion, will be covered.
An agenda would be sent to participants well ahead of time to help them prepare to participate with their topics for discussion.
How to prepare prior to a meeting.
If I am in sole charge of the organising of the meeting, then prepare myself a schedule list of everything that needs to be done. If I am reliant on other people also, ensure that everything is co-ordinated correctly.
Set a goal and purpose for the meeting.
Set an agenda for the meeting. Give participants a heads up if the meeting is expected to be particularly long. Prepare a schedule of the meeting, and inform participants of this, if it expected to be of considerable length with multiple subjects being discussed. In this scenario, consider refreshments/bathroom requirements.
Make arrangements for a meeting room, and/or tele-conference call. Book a convenient time for all participants. Call or email the group to make sure that the chosen time works for everyone.
Send out time and location details to all participants. Email conference call-in numbers if I'm arranging a phone meeting.
Prepare for any needed equipment. For example, if I'm going to have a computer presentation, be sure that the room has a screen and projector. Ensure that I know how to connect any equipment to the projector.
Try to practice my presentation, if applicable, before I do it in front of people, or be aware and knowledgeable of what I need to discuss.
Just prior to the meeting, gather any necessary materials, print off handouts if not already done. Make sure there are enough chairs for everyone. Ensure that refreshments or catering arrangements are available.
I should have reminded participants 24 hours ahead, or on the morning of, the actual meeting. Aim to start the meeting promptly at the given time.
The role and responsibilities of the chairperson, secretary, and individuals.
Chairperson.
Before the meeting, liaise with the person who has called it to discuss its purpose and the intended outcome. These factors will dictate the agenda.
Make sure the meeting starts promptly and make any necessary introductions. Start by outlining the purpose of the meeting and its objectives. Ensure participants keep to the agenda but be careful not to impose themselves – the chair’s role is to facilitate the discussion and to make sure everyone is given an opportunity to contribute.
Delegate a note taker with the task of distributing the summary to each participant and any other relevant parties, such as those who missed the meeting. Set a time frame that these notes must be distributed by.
The chairperson controls the meeting.
All remarks are addressed through the chair.
Ensure that participants do not interrupt each other.
Aim that participants reach a consensus.
Organise a vote to be taken if consensus is not reached. Indicate if the majority wins any vote, and that allparticipants would have to accept this decision.
When discussion is underway, it is the chairperson's responsibility to ensure that it continues to flow smoothly by involving all members present and by not permitting one or two people to dominate the meeting.
Indicate any progress of the meeting, or lack of.
Refocus any discussion that has wandered off the point.
Conclude one point and lead into the next.
Assist the secretary if necessary.
Clarify any misunderstandings in the meeting.
Ensure any follow-up actions are
