Topic Progress:

IMPORTANCE AND OVERVIEW OF STANDARD MEETING AGENDAS

The most common elements of ineffective meetings include disorganization in planning, no clear meeting objective or purpose, ineffective processes for running the meeting, and no closure or follow-up. Having an effective agenda can provide an organizational structure that promotes clear meeting objectives and effective time management.

UNPACKING STANDARD MEETING AGENDAS

Creating an effective agenda is one of the most important elements for a productive meeting.

The agenda typically communicates:

  1. objectives/outcomes or topics for discussion,
  2. a time allotment for each topic, and
  3. the person responsible for reporting or leading.

It can also be used as a checklist to ensure that all information is covered and, if it is distributed before the meeting, lets participants know what will be discussed. This gives the team an opportunity to come to the meeting prepared for the upcoming discussions or decisions. Additionally, agendas often include a space to take notes or indicate members present; tasks, activities, or assignments to be done before the next meeting; and the dates of future meetings and possible agenda items.

An agenda can be more focused and helpful in guiding an efficient meeting when objectives or outcomes replace simple topics. Terms such as “review and edit,” “discuss and decide,” “draft a plan for,” “determine next steps,” etc., help to avoid unfocused, long-winded discussions of topics and guide all team members toward specific outcomes. With each agenda item spelled out in this manner, the purpose and desired accomplishments are clear, and when team members are off on tangents, the speaker has a clear purpose to bring them back to.

Important Note: You may be asked to share your monthly meeting agendas with your district and/or regional SW-PBS coaches as a means to keep them informed of your work and to guide their planning for needed technical assistance. Consider an efficient and effective method to share your agendas with your support personnel.