Collaborative Team Structures: Using Agendas

IMPORTANCE OF AGENDAS

“Improving meeting agendas helps groups clarify outcomes and purposes, reduce meeting time, and increase the time spent on student learning issues.”
Garmston, 2007

A simple meeting agenda, distributed in advance, is perhaps the most important tool in ensuring a successful productive meeting, even when the meeting is between only you and one other person.

It is recommended that all teams in a single building use the same agenda template, to facilitate participation in multiple or changing groups by educators, and to enable easier communication of minutes to all stakeholders.

OVERVIEW OF AGENDAS

Thinking of your most recent collaborative meeting,

What was the level of preparation?
How did it impact the meeting?
Was there an agenda? If so, was it effective?

Agendas are about preparation on the part of the facilitator/leader and the members.

Journal about the current practices of meetings in your building. Could they be more effective? Do you feel adequate preparation is being made for these meetings?

UNPACKING AGENDAS

Keys to Effective Agendas

Send the agenda in advance.

A suggestion to think about is including a time allotment and person responsible for each outcome when applicable. It can be a helpful reminder of time and responsibility. For more information, see “Results Oriented Agendas.” It emphasizes the value of outcomes.

When agendas are delivered early, about 48 hours in advance, members have time to review items for discussion. They have time to think about the items, organize ideas, suggestions or questions, which will make for a more productive meeting.

Each topic needs an outcome.

Try using “outcomes” in addition to “topics.” The change in language sets a tone for desired accomplishment and goals, and promotes action instead of just discussion.

Topic: Math assessment
Outcome: Develop a common formative assessment for current math standard.

Use the agenda template for the minutes.

Use the agenda template to record minutes, then the agenda and minutes become one document after the meeting.

Items to Include on Agendas

Team/Group Name.
Date/Time/Location. These logistics are necessary for any meeting when you want full participation. Everyone needs to know the time, date, and location of meeting.
Outcomes (includes required materials). When you place the outcomes/goals of the meeting on the agenda, you are sending a gentle reminder to come prepared. This can also help focus the meeting.
Review past items. Including a time for past items provides opportunities to reflect, update or report on prior business.
New items. New topics should be placed on the agenda so members will have time to bring ideas to the table.
Celebrations.