Most Important! Be realistic about what you can accomplish during a meeting.
- Include the title of the group or meeting at the top of the agenda.
- Include the day, date, start and end times, and location of the meeting.
- Ensure that all the agenda items relate to the meeting’s objective.
- Have a policy that all new agenda items must be presented to the Chair prior to the agenda being printed
- e-mail tentative agenda to committee members requesting additions/deletions, including a deadline for submissions
- Write out each agenda item as a goal or an action.
- Identify resources for each agenda item.
- Priorize agenda items
- e-mail the formalized agenda 1-2 days before the meeting
- provide a paper copy of agenda at the meeting
- Make your agenda professional looking use letterhead or logo
- Take advantage of white space
- At the start of the meeting ask for any additions or deletions.
- Be aware of hidden agendas!
- Keep minutes of the meeting for future reference in case a question or problem arises.
- Develop a formalized standard format for your minutes.
- Write up and distribute minutes within 3 or 4 days.
- Assign action tags for follow-up.
- Assign dates for follow-up.
- Put unfinished business on the agenda for the next meeting.
- Note attendance and absences.
- Minutes should encompass the ideas expressed not necessarily the exact words of the presenters.
- Actions & decisions made should include specifics.
- Extra copies of previous minutes should be available for review.