Agenda Writing

Agenda: A Guide to Crafting Effective Meeting Agendas

An agenda is a structured list of items to be discussed or addressed during a meeting. Often referred to as the "order of business," the term originates from the Latin word agendum (singular), meaning "a thing to be done." Interestingly, the plural form, agenda, is now commonly used as a singular noun in modern English.

Serving as the roadmap for a meeting, the agenda ensures discussions are organized and purposeful. It can be included as part of the meeting notice or appended as an annexure. The agenda is typically prepared by the convenor or secretary in consultation with the chairperson and requires their approval before distribution.

Key Considerations for Creating an Agenda

A well-crafted agenda covers all critical items that need attention during the meeting. Since meetings require significant time and effort to organize, the agenda should be thoughtfully planned. Items for the agenda may be derived from:

1. Previous minutes: Topics carried forward from the last meeting.

2. Suggestions received: Recommendations from members.

3. Recent actions or events: Developments since the previous meeting.

4. Organizational correspondence: Relevant communication received.

The agenda typically includes both routine and special items.

Guidelines for Listing Agenda Items

To create an effective agenda, consider the following sequence of items:

1. Apologies for absence: Acknowledging members unable to attend (optional).

2. Condolences: If applicable, a brief acknowledgment of losses (optional).

3. Approval of previous minutes: Reviewing and approving the minutes of the last meeting.

4. Matters arising: Discussing unresolved items from the previous meeting (optional).

5. Urgent items: Addressing non-controversial or time-sensitive matters.

6. In-depth discussions: Items requiring detailed debate or deliberation.

7. New items: Unplanned topics raised with the chairman’s approval.

8. Next meeting date: Confirming the schedule for the subsequent meeting.

The final item often involves a vote of thanks to the chairman, though it may not always be listed explicitly.

Writing Style for Agendas

Agenda items can be listed briefly or elaborately, depending on the organization's preferences or the meeting's objectives. Examples of commonly listed items include:

• Appointment of auditors

• Induction of new members

An effectively written agenda ensures meetings are productive, focused, and aligned with organizational goals.