How many times have you been in a meeting where you are simply unsure of what to expect? This is possibly a situation where the meeting you are in has no particular agenda, the flow of the meeting is entirely up to the person presiding. The implication of having no agenda during meetings can derail that meeting, rear off scope, as well as infuse other things not really expected to be spoken about, completely dragging the meeting to last for unusual hours.
An agenda speaks to all the topical issues that needs to be discussed to enable the meeting to be productive. The agenda also allowsfor a structured allocation of time for those that will be expected to report or deliberate on a specific topic or area of concern that may also require voting on.That agenda will guide all the attendees to concentrate on the issues as they arise, air their views and opinions and finalise on a decision.
It is true that in some meetings where the agenda is made available that some items are still over dragged leading to over time being spent on a meeting proposed for just an hour. Once the need to hold that meeting has been established the leader must ensure that it is effective, productive and meaningful.
I will talk about having successful meetings on another column but today my focus is on “what’s on the agenda”
Let’s look at the flow of an agenda for better clarity.
Why this meeting?
The process of building an agenda starts with establishing the main reason for the meeting. It is a known fact that many meetings are time wasters and may not need the physical presence of its participants. This happens when there is need for multiple decision makers for certain goals to be achieved. At times a simple email will surface avoiding having that meeting and the stress that comes with meetings.
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Who for?
It is not about the number of people in a meeting that matters, it is the agenda that should be specific to a group of people. In communicating the agenda, let it be known who the meeting if for so that the right people attend. If it is a corporate meeting it is important to stipulate the category of staff required in attendance. Very large meetings are a potential for disaster and disorder. It maybe that only key decision makers are required who will discuss on behalf of the larger body. Executive Committee Members usually have regular weekly, monthly or quarterly meetings, the agenda typically is predictable with a structured flow of events.
What to discuss
A meeting of essence will have many areas of discussion that will need to be reviewed, reverted and deliberated upon incorporating the main goal and objective of the meeting all together. Try to keep the discussion structured and meaningful with the aim of achieving results in a successful meeting. It is important to ensure that topics do not become domineering creating confusion and disorder. To be sure that you have captured everything to be discussed you may decide to ask to adopt the agenda giving room for any addition in case something had erroneously been left out. Once everyone agrees with the items listed the meeting procedure can take place.
Topic arrangement
When several topics are expected to be discussed in a meeting, the agenda order is key. It is not a case of saving the best for last. The most important topics must be placed first as a priority. Other topics will follow suit in order of importance. Where individual heads or key position holders are present you may decide whose report is of significance to kick start discussions. Usually all discussions will commence with the Chair or Vice Chair leading into the main pipeline of topical issues. It is the secretary that will draw up the line – up of topics and present to the leader for approval before circulation.
Any other business
There are times when attendees of meetings may have something to raise during a meeting which is considered outside the scope of the planned topics but is also important or relevant at the time. In such cases there should be an item on the agenda known as AOB meaning any other business providing that opportunity to raise a discussion outside the main agenda. It is important to note that if care is not taken this has the potential to let meetings linger on. It is also possible that such topics can be postponed for discussion in the next upcoming meeting.
Set timings
This is a crucial element to an agenda. It is not necessary to indicate the timings on the agenda when circulating the agenda, but for the purpose of smooth and effective execution this can be at the discretion of the Chair. Equal time slots is advised where individual members are to present reports. At this point time allocated to AOB should be adhered toavoid creating a new meeting.
Who chairs?
The agenda is typically run by the Chairperson of the meeting to ensure the smooth flow of events. The Chair is the leader of the team with the responsibility of using the agenda correctly. The meeting kicks off once the Chair is satisfied that the right people are in attendance. A deputy or vice can also chair a meeting but only in the absence of the leader of the pack.
Circulation
It is always important that members of a group who have been invited to a meeting receive the agenda ahead of time. This will inform all attendees of details of the meeting, when, where, what time as well as why the meeting is holding. Having a pre-hand view of the agenda will allow participants to prepare ahead where necessary. If reports are required to be shared then you have been given that heads up reminder probably previously agreed in an earlier meeting.
It is the duty of the secretary of the meeting to ensure all attendees receive the agenda of any meeting ahead of time.
Physical vs virtual
A physical meeting is traditionally the ideal meeting, which is face to face physical, however today with the use of technology virtual meetings are now widely acceptable. Members have the option of joining meetings through video conferencing. The choices are now numerous they include. Zoom, Free Conferencing Call, Skype, or more recently though for limited users the WhatsApp call. Connectivity may be a challenge where there is a fluctuation in the internet connection. Overall this option is considered more convenient where distance is involved, or time is a problem. A link to the virtual platform must be provided in advance with an access code where necessary. Attendees can equally contribute in the same effective way as those present. The Chair must provide the opportunity.
The agenda
- meeting title
- where / when
iii. address
- opening prayer
- introduction
- adopt agenda
vii. read minutes
viii. matters arising
- business of the day
- AOB
- next meeting
xii. adjournment
