Spearheading a meeting or a conference takes a lot of work. Apart from leadership skills, one will need to have excellent communication and time management skills. A talent for coordinating tasks is also necessary. As someone appointed to facilitate a corporate meeting, you must make it your goal for the function to be successful.
To help you achieve such success, creating a Meeting Agenda beforehand will prove advantageous. Doing so will allow you, as well as the meeting participants, to utilize your time efficiently. It is also a procedure that will ultimately help improve your organization’s operations and office practices.
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A meeting agenda serves to aid in the productivity of a corporate gathering. Such a tool is especially useful if a team is convening to plan for a project. Seen on the Sample Conference Agenda provided on this page, the format of this type of corporate document is simple and straightforward. And its contents can depend on the purpose of a meeting or conference.
Commonly, the purpose of a Board Meeting Agenda is to outline the topics that need to be discussed during the function, as well as inform the meeting’s participants on who is assigned to discuss the topics to be covered. It is usually the facilitator of the meeting or conference who will draft an agenda. After which, they will distribute copies to the participants. The facilitator is also responsible for coming up with a principal objective that will need to be met during the meeting.
Making a meeting agenda simply requires planning. As the facilitator, you will be the one to decide when and where the meeting will take place. More importantly, you will also be choosing the topics that will be discussed. It is also your task to invite those whose presence will be needed during the function. Prior to creating an agenda, you must first decide who will participate.
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Once you have determined who will be the participants of the meeting you will facilitate, the next step is to send invites via e-mail. In your e-mail, you must state the administrative details of the meeting, as well as ask the participants you have invited if there are agenda items they would like to request. You can give them two to three days to request certain items they want included during the meeting.
When you receive your participants’ responses along with their requests, assess the requests and determine which ones you want to include during the meeting you are going to facilitate. You have to be critical in selecting the items you are going to include. You will need to consider the time allotted to you to conduct the meeting. Doing so will help you in outlining your meeting agenda.
After putting together a draft of the agenda, you will need to decide on a format you are going to adopt to prepare your agenda for printing. You can look through a Sample Event Agenda or a Sample Weekly Agenda to get an idea of how you can arrange the agenda items, as well as put in other important details. Remember that you will be distributing copies of your meeting agenda to your participants. Hence, you should try to make a good impression.
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