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Agenda Writing:

Agenda means things to be done. It is usually sent along with the notice of the meeting. It is
a list of the topics to be discussed in a meeting.
Here are 7 guidelines to walk you through how to create an effective meeting agenda:
1) Create your meeting agenda 3 days in advance
Follow a process, whether it’s sent through email or printed and distributed, make sure
everyone on your team knows what to expect.
Sending it in advanced ensures that attendees have ample time to prepare or read through
any notes they will need before the meeting and raises flags if the objective doesn’t match
their expectations.
2) Start with the simple details
What time it should start? (end time is determined after agenda topics are set)
Who should be attending? (more on this in day 2)
The place or dial-in information for accessing the meeting
3) The Meeting Objective
Before you start writing an agenda what is the goal of this meeting?
If asked why you are meeting, the objective should answer this in no more than 2 sentences.
Once that goal is established, prioritize the list of topics from most important to least (to
ensure the most important pieces get accomplished).
4) Time Per Topic
Let the content dictate how long each topic should take. Don’t fall into the trap of over
scheduling time per topic.
ex: Introductions (2 minutes)
People tend to schedule time based on the automatic 30 minute time block in their default
calendar even if it could be done in 15 minutes or requires 45. Let the content dictate time,
not the software.
5) Keep the agenda to less than 5 topics
No one wants to spend 2 hours in a meeting. Long agendas seem daunting and often don’t
get read.
6) Include any other pertinent information for the meeting.
Ex: @Stephen will be taking meeting minutes.
Ex2: Please read attached document on weekly sales numbers prior to meeting.
7) What if someone sends an invite with no agenda?
Come up with a company policy to deal with agenda-less meetings.
A common solution is to decline any invites that don’t include the necessary information to
have a productive meeting.
Below is an example of a typical agenda with a clear purpose:
Sample Meeting Agenda Format for Dander Mifflin:
Objective: Determine projected sales goals for 2014.
Agenda:
1) Intro (2 minutes)
2) Review previous years sales metrics (10 minutes)
3) Review upcoming paper lead accounts (5 minutes)
4) Set targeted goals (5 minutes)
* Please review the attached doc with last years numbers prior to attending.
* Stephen will be taking notes to be sent out after meeting

The features of agenda can be stated as follows:


Generally, agenda is sent along with the notice of the meeting.
Controversial topics should be written at the end.
The topics are determined by the secretary with consulting the higher authority or the
convener of the meeting.
It is written in brief but explicit manner.

IMPORTANCE OR NECESSITIES OF AGENDA FOR MEETINGS


Agenda is the explicit topics to be discussed in a meeting the members. No one can ignore
the importance of an agenda. The necessity or importance’s of an agenda are as follows:
As it is circulated in advance, the members of the committee or meeting can take
preparation to discuss the topics accurately.
It helps to take a prompt decision.
Since it has a set of order, it helps the chairperson to conduct the meeting smoothly.
It can ensure covering all the topics that will be discussed in a meeting.
It helps to control the unnecessary talking in the meeting.
It helps to write the minutes and resolution of the meeting.
As it is served earlier, the members of the meeting can exchange their thought and ideas
informally before holding the meeting.
An agenda should be short, timed, simple, and clear.

Key Points
An agenda allows invitees to decide whether or not they need to attend.
An agenda acts as a reference so that attendees can prepare for the meeting.
An agenda provides a structure for the meeting.
An agenda gives the Chair a tool they can use to keep the meeting under control.
An agenda represents a standard by which the meeting can be judged a success or failure.

Key Points in writing an Agenda (Format)


An Item number allows everyone to refer to that item on the agenda during the meeting.
Specifying timings will help the Chair manage and the participants self-regulate the time
used for the discussion.
Adding one or more sub-titles to a main title can help to limit the scope of the discussion.
The agenda should make clear who is responsible for leading the discussion or presenting
new material for each agenda item.
Meeting breaks enable participants to return to the business in hand with a more positive
and productive mind-set.
They can provide the Chair with useful buffer zones, which can be used to extend or shorten
a meeting should circumstances require it.
Report is a message presented before the management after making detailed inquiry or
investigation with or without opinions or recommendations.
Characteristics or Features of a Report
The followings are the features of the Report.
1. Precise: The reporter should be very clear in drafting a report. If so, he/she may present
the report very precisely with coherence and makes it a valuable document.
2. Accuracy: The construction of sentences brings accuracy of the disclosed information.
Besides, there is no ambiguous in understanding. Spelling mistake irritates the reader.
Faulty punctuation may mislead the meaning.
3. Only Facts: The management is going to take a decision on the basis of the factual
information available in the report. Inaccurate facts may lead to faulty decisions.
4. No Grammar Mistake: All the rules relating to grammar should be followed while drafting
a report. The quality and validity of the report is affected due to grammar mistake.
5. Relevance: Only relevant information must be included in the report. Irrelevant
information should not be included in the report. If relevant information is not included, the
report is incomplete. If irrelevant information is included the readers are confused.
6. Simple Language: Simple sentences can be used for drafting a report. Lengthy sentences
should be avoided. A report should be understood by an ordinary layman.
7. Unambiguous Language: The report should be free from ornamental language. Unknown
words, unfamiliar words and double meaning words should not be used while drafting a
report. Idioms and Phrases may be used if required for proper understanding of the subject.
8. Reader Orientation: It is necessary to keep in mind the person(s) who is (are) going to
read the report. There must be an attraction in the report while reading the same.
9. Arrangement of Matters: The subject matter of the report should be symmetrically
arranged. If so, the readers can understand the report in the right direction.
10. Clarity: Clarity depends on proper arrangement of facts. The report can be presented in
the order of introduction about the preparation of the report, objectives of report, sources
of data, methodology used for collecting the data, findings and finally recommendations.
These are presented in the form of short paragraphs with suitable main headings and sub-
headings to achieve greater clarity.

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