A business tool that is used by the management in order to run their meeting effectively and efficiently is known as a meeting agenda. It is an important tool that gives the participants of the meeting an outline for topics that will be discussed in the particular meeting. This makes it easy for them to be prepared for it as well as do some homework related to the topics, if necessary. Besides this, the main advantage of a meeting agenda is that it keeps a meeting on the right track and on time, and also prevents unnecessary side discussions and disruptions.
Although, there are many different forms of a meeting agenda, however, its main purpose is to list meeting topics that need to be discussed in the meeting. List the invited members of the senior management and the time selected for the meeting at the top of the meeting agenda. After adding the meeting topics, it is important to add a time limit to each topic on the agenda and strictly follow it so that all the topics can be discussed and the meeting could close on time. If meeting participants are required to prepare reports and/or updates on certain topics prior to meeting then give out the meeting agendas ahead of time.
In order to get desired results from a business meeting, it should be properly arranged and managed. It generally has two columns; namely, “Activity” and “Actions”. The Activity column usually consists of the following main components:
- Minutes from previous meeting
- Chief Executive’s Report
- Finance Committee’s Report
- Development Committee’s Report (nonprofit)
- Board Development Committee
- Business updates
- Unfinished business
- New business
- Roundtable Evaluation of Meeting
- Review of Actions from Meeting
- Next meeting date and location
In the Actions column, those actions are listed that are taken in response of the activities and reports of the members of the board.
Before creating a meeting agenda, start with reviewing the minutes of the previous meeting. Look for any agenda topics that meeting participants were assigned to follow up on. Include a review of those outstanding issues with updates on their current statuses as a first agenda topic.
Since the Board of Directors is responsible for taking big decisions on serious issues related to the expanding its business and maximizing its profits; therefore, conducting a meeting provides a good platform to share business news, important bulletins, and other routine information that needs to be communicated to the members of the board.
In a board of directors meeting agenda, reserve time for the board members to bring forward their issues and ideas to discuss in the meeting. At the end of the meeting, a brief review of new outstanding issues allows meeting participants to remember them. Also, this is the time to announce any other meeting or upcoming deadlines.
Here is preview of a Free Sample Board of Directors Meeting Agenda Template created using MS Word,
The importance of a board of directors meeting agenda cannot be denied; therefore, it should be created carefully. Follow the above mentioned guidelines to create an effective meeting agenda, and save your time and energy.
Here is download link for this Board of Directors Meeting Agenda Template,