Preparing an Agenda

An agenda is an important element of a productive meeting. It is a written outline of the planned meeting proceedings and it communicates the topics for discussion. It can also list the people who will lead the discussion or present topics, and the time allotted for each topic. An agenda is usually sent to meeting participants in advance so they can confirm participation or send regrets (apologies for not participating) and prepare for the meeting. The agenda is usually written in point form. All items on the agenda are listed chronologically and relate to the objective of the meeting.

Read the sample agenda below and answer the questions.

MEETING AGENDA

Sunny Grove Elementary School Parent Association

When: Monday, June 15, 7:00 p.m.

Where: Library

Objective: To plan fundraising activities for spring term

1.     Presentation about school activities in need of funding

2.     Brainstorming: fundraising activities

3.     Select most effective fundraising activities: discussion and vote

4.     Set up committees and assign responsibilities

Task 1:

 Now answer the following questions:

1. What type of meeting is the agenda for?

    Meeting in the community

2. Who are the participants?

    Schools' board and Representative of parents

3. What is the purpose of the meeting?

    To plan fundraising activities for spring term

4. How long do you think it is going to be?

    2 hours

5. How can the participants prepare for the meeting?

    Prepare two or three suggestions that how to fund-raise

Task 2:

Listen to this phone conversation between two managers who decide on a meeting.

1.     Write a memo to the participants of the meeting to inform them about the time and place of the meeting.

2.     Include an agenda with possible items for discussion. 

MEETING AGENDA

Training Customer Serveries for New Employees

Date: Next Monday, 9:00-11:00 am
Location: conferiance room

Participants: New employees, Jana, Raffia

Objective: To solve some problem for new staffs.

1. Short presentation to compliance procedures and return policies

2. Question and Answers
3. Discuss about punctuality, sign-in procedures, time management issues, breaks and lunch.