What is it ?

 Communicates important information such as:

1. Topics for discussion
2. Presenter or discussion leader for each topic
3. Time allotment for each topic
 Provides an outline for the meeting (how long
to spend on which topics)
 Can be used as a checklist to ensure that all
information is covered
 Gives opportunity to come to the meeting
prepared for the upcoming discussions or
decisions
 Provides a focus for the meeting - the objective
of the meeting must be clearly stated
 Start
 Prepare well in advance
 If you rush the agenda- you're likely to forget
things or put things in the wrong order
 Ask the key people attending the meeting if they
have any issues they would like to raise
 Organise these issues, Combine issues if needed
 Organize the order events according to time and
importance
 Check the agenda for errrors
 Print the agenda, You should do this as near to the
actual meeting as possible
 Preparing the AGENDA
 The agenda is usually prepared by the
Secretary and Chairperson
 Informal groups can use a whiteboard to write
out their agenda
 When preparing a written agenda include -
- location
- commencement time of the meeting.
- include the anticipated closing time
 Use descriptive headings
 No issue should be raised without a
recommended course of action
 This will assist the committee to think about
solutions
 Preparing the AGENDA
 Group items - department wise
 Advisable to list out the points
in each department concerning
individual / particular subjects
 Groups are arranged in logical order
 Each item is numbered
1. Numbered serially
2. Allot sub numbers to each item
under a group
 "OARR"
 An excellent tool for PRODUCTIVE meeting
- OBJECTIVE: The objective should have an active
component and if possible, a product to show for it:
"Determine the quarterly goals for the team“
- AGENDA: is a list of the topics you'll address to get to
that objective, with a time limit to keep you on track.
For example "1. Review the status of last quarter's goals
(15 minutes), 2. Round-table suggestions for goals (20
minutes), 3. Pick top 5 goals (10 minutes), etc.)
- ROLES: determine who is running the meeting, who is
keeping notes
- RESPONSIBILITIES: who will assign actions/"to do"
items resulting from the meeting.
 Purpose of The Meeting
 The starting point of all preparatory
actions
 The aim of the meeting should be
clear and unambiguous
 Review Meetings - held at intervals
 Why Call For ?

Can be held for various

purposes:
 Reviewing the state of
progress
 Take up issues on which
decisions have to be taken
 Sharing of information
 All of the above
 Phases of a Meeting

A meeting, progresses through the

following three phrases:
I. The Preparatory phase
II. The Conduct phase
III. The Follow-up phase
 Order of Discussion

In General Meetings :
 Members determine the
record of the last meeting as
accurate and consider passed
 Items for review

 Items requiring decisions

 Items meant for sharing

information
 Agenda
 Outline the specific items to be
discussed
 Name the person responsible for

bringing up the topic

 Time allocated for each item
 The draft agenda is distributed well
in advance (usually three weeks)
 Suggestions for changes
incorporated at the chairman’s will
 Preparation

 It enables the participants to prepare

for the meeting

 Enables the persons to participate

 It channelises discussion in
predetermined and planned manner

 Facilitates good time management

 There is focus in all discussions

 Seating Plan

 Chairman seated at the head of the

table
 Secretary at the foot of the table or
a place where proceedings are
audible
 Remaining to be seated
conveniently
 Spare chairs