HOW TO WRITE A MEETING AGENDA

An effective meeting agenda can help make sure you discuss all necessary material, keep the meeting on topic and ensure that your group uses time effectively.

A meeting agenda is a list of topics or activities you want to cover/accomplish during your meeting.

 

A thoughtful agenda helps everyone to know:

• The goal of the meeting
• What will be discussed?
• What decision-making needs to take place?

 

The purpose of an agenda

• Gives attendees prior notice of what will be discussed
• It sets clear expectations for what needs to occur before and during a meeting
• Keeps participants focused on the topic at hand
• It sets the pace of the meeting
• It acts as a time management tool

 

In brief, the purpose of the agenda is to give participants a clear outline of:  

• What should happen in the meeting?
• Who would lead each task?

 

This information helps to ensure that the meeting proceeds efficiently and productively.

 

Types of agenda items

1. Information items – sharing updates
2. Action items – tasks to be completed during or after the meeting
3. Discussion items – topics you need feedback on

Give additional information on who is presenting each topic and time allocated.

 

How to write a meeting agenda

• Identify the meeting’s goal
• Ask for the participants’ input
• List the questions you want to address
• Identify the purpose of each task (sharing info, seeking input or making a decision)
• Estimate the amount of time to spend on each topic
• Identify who leads each topic
• End each meeting with a review

 

How to prepare a meeting agenda

Make the meeting objectives clear

• Establish the main purpose of the meeting (sharing updates, probing input or feedback from colleagues, making decisions together)
• Set an achievable goal 

List agenda topics as questions or tasks

• The topics should generate a discuss

 

Clarify expectations or responsibilities

• What should participants prepare in advance?
• Who is responsible for what topics?
• Allow participants to prepare beforehand.

 

Estimate a realistic amount of time for each topic.

• Set time frame  for discussion of each item 

Seek feedback from your team

• Are the topics selected relevant?
• Is there any missing matter?

 

What to include in a meeting agenda

• Names of meeting attendees
• The purpose of the meeting
• The duration of the meeting
• An overview of what topics you will discuss

 

Importance of a meeting agenda

• Everyone shows up prepared thus promotes engagement
• You stay on track during the meeting and save time
• You get through all topics
• Promotes productivity

FUNCTIONAL WRITING: KCSE PAST QUESTIONS ON AGENDA

KCSE ENGLISH PAPER ONE 2008

You are the secretary of the drama club in your school. The chairperson has asked you to send out a notice of the second meeting to plan the staging of Shakespeare's play, The Merchant of Venice. During the meeting, you will need to appoint the director of the play, set up a date for selecting the cast, and the date of the rehearsal and the final performance. 

a) Write the notice of this meeting which you would send to the members of the drama club. 

b) Write the agenda that you would attach to the notice. 

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