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2.8a Agenda for Meetings
Agendas are used to promote team creativity and self-management in action
planning, decision-making, problem solving, work process improvement,
goal setting, and mission development. Set a realistic agenda to provide
the structure and format to be used by the team. Decide on a certain format
and maintain it. Consider the agenda the action plan for the meeting.
The first step to accomplishing effective time management and organization
is to create dynamic agendas for your team. Some items that should appear
on an agenda include the following:
- Decisions that need to be made.
- Preparation needed before activities are undertaken.
- Brainstorming activities in areas where ideas need to be generated.
- Priority amongst topics.
- Time management updates by presenting changes to action plans.
- Time frame for the meeting.
- Allocation of time for the different items on the agenda.
- Identify time frame to accomplish each task discussed and assign to
team members their responsibilities.
- Identify facilitator for meeting or for different topics on the agenda.
- Always leave ten minutes or more on the agenda to discuss team issues.
Action plans and time management plans are essential agenda topics before
the end of each meeting. If the tasks are complicated team members should
be assigned the task of creating an action plan for each project, which
is distributed to all team members. Assignment of these tasks can be planned
before the meeting and placed on the agenda. Deadlines for submitting
these action plans are essential.
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