Agenda is a list of meeting activities in the order they are recording, the beginning of a call to order and end with postponement.
Agenda should contain:
- Purpose of the meeting; and
- A series discussing items so that the meeting will achieve its purpose. This will later shape the minutes of the meeting. Items of the agenda should be ranked by importance than routine items, such as reading minutes of previous meetings, apology, etc. Are set as the first item of the program.
The schedule may contain more or less detail and include the timing for each item.
The secretary prepares a program in consultation with the chairman or managing director of the company. A diary serves several operations, before, during and after meetings.
These actions include:
- Helps a potential recipient to decide if they need to retrieve. By explaining what will be discussed and how long it shows possible attendance as they are important to the discussion and whether it is important to them. They can then make an informed decision whether they meet or submit their contribution in writing or with other participants.
- Helps messengers to prepare for the meeting. Along with some papers, it allows them to understand what will be discussed and think about the matter in advance. They can also prepare some facts or numbers so that they get the necessary information to achieve success.
- Provides structure for the meeting. That means that anyone who moves from the debate can quickly and easily come back to the case.
- Allows the chair to manage the meeting. A timed schedule is especially useful for this, as the chair can go to the next item when the time has come and ask participants to continue the discussion where necessary.
- Provides way to evaluate the fund's performance. Because the program contains the purpose, participants can see if the meeting has reached the goal or not. This makes it clear where future societies are necessary in the same case.
Preparation of Agenda
The following areas should be discussed on the agenda:
1. Logistics:
This includes date, time and place of meeting , its title and a list of invited attendees.
2. Objectives:
The purpose of the meeting and any background information, such as whether this is the first in a row of meetings.
3. Cleaning:
This should include welcome and promotions and any excuses for absence. It should also cover the approval of previous meetings and any issues arising from non-members of the program.
In formal meeting, home care will also cover all the changes necessary for the last minutes, formally documented in the minutes of this meeting.
4. Item:
Each item should have number, title, and promotional / leadership. It should also have a recommended deadline for the discussion.
Timing can be difficult to verify without prior experience of the meeting. A secretary may need to ask the presenter / lead how long they think certain items will take and then discuss it with the chairman. The final allocation should be based on the share of the object of the meeting and the extent of the dispute. Highly controversial matters incidental to the purpose of the meeting shall be postponed for discussion elsewhere.
5. All other companies:
Many calendars end with items on & # 39; Any Other Business & # 39; or "AOB" This may be an opportunity for participants to get something to participate in a future plan. Participants can use AOB to rob a meeting for their own purpose and change all the feelings of the meeting. Well-prepared meeting, well prepared
Recommended either:
- Do not have AOB as a calendar item at all; Egypt
- If you have AOB on a schedule, you agree that it will only be a way to discuss issues at a future meeting or elsewhere.
Invite participants to suggest things for participation in the agenda in advance. However, the chairman will, in consultation with the secretary, make a final decision on what matters should be included. [19659006] 6. Close:
This should contain an overview of the chairman of the meeting, date and time
Breaking schedule
Some meetings, such as formal board meetings or days can take place all day or even more than one day.
The schedule for such meetings obviously requires a break, usually at least one break in the morning and one in the afternoon, as well as lunch.
Although even shorter meetings can benefit from one or more scheduled breaks. These offer the opportunity to discuss two or more participants outside of the AGM, and also allow meetings to resume if one or more things have taken more time than expected.
Create a meeting more productive
A good program ensures that the discussion goes beyond focus, the meeting reached its goal and it is a productive use of participants " time.