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There are many reasons why meetings are unproductive and frustrating. One common cause is the lack of an agenda. An agenda is an outline of the issues that a group will discuss during a meeting.

The agenda is prepared by the officers of the organization, with assistance from the organization’s advisor. An agenda starts with a list of general business items. Specific topics that are to be discussed at the meeting are placed under the proper agenda item in an outline format. The agenda (along with any supporting documents) is then printed and distributed to members at least one day before the meeting. This allows members to come to a meeting prepared to discuss their ideas, exchange information, and make decisions.

The following agenda items are standard in most groups. You can adapt them to meet the needs of your organizations, but be consistent. You may want to use “Robert’s Rules of Order.”

CALL TO ORDER

The Chair (usually the President or other designated officer) calls the meeting to order by standing, tapping the gavel once, and saying: “The meeting will come to order.”

The Call Order may be followed by any opening ceremony the organization may have instituted.

ROLL CALL

The Chair says: “The Secretary (or another officer) will call role.”

If attendance is taken, it should be done with the aid of a prepared list of members’ names. The list can include spaces for recording whether a member is present, absent, or tardy.

READING AND APPROVAL OF MINUTES

The Chair says: “The Secretary will read the minutes.”

After the minutes are read, the Chair asks: “Are there any corrections to the minutes.”

After corrections are made, the Chair asks: “If there are no (further) corrections, the minutes stand approved as read (or as corrected).”

REPORTS OF THE OFFICERS

The Chair recognizes each officer in turn. For example: “May we have the Treasurer’s report.”

Officers may give reports of their current activities and administrative duties. Reports usually are for informational purposes. However, if a report involves a recommendation for action, the group may discuss the recommendation as soon as the report is finished.

REPORTS OF THE COMMITTEES

The Chair calls for reports of permanent (or “standing”) committees first, followed by reports of special (or “ad hoc” committees. As each report is requested, the committee chair (or other member) rises and presents the report. If a recommendation is made in the report, it may be discussed as soon as the report is finished.

UNFINISHED BUSINESS

This category includes all business left over from previous meetings. The Chair works from a prepared list of unfinished business topics, announcing each one in turn for discussion and action.

NEW BUSINESS

The Chair asks: “Is there any new business.”

Members can introduce new topics at this time.

ANNOUNCEMENTS

The chair may make, or call upon other members of the organization to make, any announcements of interest to the group.

PROGRAM

Some organizations have a speaker, film, or other educational or cultural program. This is usually presented before the meeting is adjourned as the program may require action to be taken by the organization.

ADJOURNMENT

When the agenda is completed, the Chair says: “If there is no further business, the meeting is adjourned.”

USING THE AGENDA

Of course, simply putting topics on a list will not make your meetings more productive. Keep these points in mind as you draw up and use an agenda.

1. Be realistic about the amount of time each topic will take. Avoid an over-crowded agenda. If choices must be made, leave more time fro the important issues.
2. Take up the less complicated topics first, leaving time at the end for the more complex issues.
3. Stick to the agenda. During the meeting, the agenda is normally followed unless two-thirds of those at the meeting wish to change.
4. Introduce each agenda topic with a word about why it is on the agenda. If appropriate, suggest a time limit for each topic.
5. Allow a full discussion of each topic. People have the right to continue to debate an issue until they are finished or until two-thirds of those present agree to terminate the discussion.
6. Close discussion of each topic with plans for future action.

Using an agenda at your meeting may not solve all of your problems. But an agenda does give a meeting direction and purpose. You may choose to be less structured than the format presented here, but some structure is critical in seeing that your organization “takes care of business”. Members are then able to leave a meeting feeling that they have accomplished their work and have contributed to the welfare of the organization.

Information adapted from Occidental College-Office of Student Life

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