Agenda planning specifics

In my last e-zine, I listed eight guidelines to keep in mind while planning agendas. In this issue, and the one that follows, I will say a bit more about these guidelines.

1. Be clear about, and list the general purpose for the meeting

The purpose of some groups meeting is because they have agreed to meet once a month. Given the huge time investment in having meetings, this is not a very good reason to meet. (As someone once said, "Regularly scheduled meetings should happen irregularly, whenever possible.") There has to be something for the group to accomplish, and it is helpful to the group if it knows why it is meeting. The more the group knows what why it is meeting, the more buy in it will have to the meeting, and the more likely it is that people will arrive on time and ready to work.

If you know the purpose you can also assess if you have all the data you need to address the purpose. You might also decide not to have a meeting if the subject matter is confidential, trivial, or could be dealt with some other way (like e-mail, a phone call, or a one-on-one discussion.)

2. Be clear about how each topic relates to the purpose for the meeting

If the topics don't relate to the general purpose of the meeting, either the purpose is not correct, or the topics may not be appropriate. In looking at an agenda think of how to sequence the topics so that they have a logical flow to them. Group similar topics together.

3. In addition to listing the topic, list the desired outcome for each topic

Most agendas are bulleted lists of topics. Often, these bulleted lists do not indicate what you are hoping for as an outcome from a topic. For example, if a topic is, "new board members", it is helpful to be clear what you hope for by listing that as a topic. Do you want to decide if you want to expand the board, brainstorm a list of new candidates, divide up the task of calling new candidates, talk about what geographical area new candidates would ideally come from, or something else. If the hoped for outcomes are not listed, or sequenced, you will find the group having multiple conversations at the same time. This will make it harder for everyone, and especially you as the facilitator, to track the conversations. If there is more than one desired outcome for each topic, Have one conversation at a time.

In my next e-zine I will look in more depth at five more guidelines to successful agendas.

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