How to Create an Agenda

An agenda is an itemized table of topics that will be covered during a meeting. The meeting agenda is an integral part of planning and running a meeting, as it defines the purpose of the meeting, details meeting discussion items, designates the meeting presenters and specifies the amount of time allotted to each issue. If you need to plan a meeting you will need to how to gather information for an agenda and how to put it all together. Create an agenda by following these steps.


 

Steps

1. 1
   Notify everyone who is to be involved in the meeting.

1

• You may send an email or distribute an office memo. Just make sure it is on paper.
• Include the date, time, location and purpose of the meeting.
• Request RSVPs to the meeting. Make it clear that those who accept the invitation are expected to attend.

1. 2
   Ask that attendees have meeting agenda item requests in to you by a specified date and time.
   • Have them detail the agenda item for you, so you may list it appropriately on the upcoming agenda. Request that they supply you with not only the agenda topic, but also a short description of what they intend to cover.
   • Verify the amount of time they will need to present the agenda item.
2. 3
   Create an agenda summarizing all of the agenda item details you have gathered.
   • Make a 3-column table with headers for "Agenda Item," "Presenter" and "Time."
   • List the agenda items according to order of receipt, urgency or relevance.
   • Write up a short description of each agenda topic, as detailed by the contributing presenters.
   • Include a header with the meeting details such as date, time, purpose/scope, location and duration.
3. 4
   Submit the proposed agenda to the agenda item presenters to verify that they are comfortable with the details of their placement and allotted time slot.
4. 5
   Make any changes or rearrangements, if necessary.
5. 6
   Distribute the approved agenda to all the attendees. Give them plenty of time before the meeting to review and deliberate over the agenda, so they may contribute to the discussion as they see fit. 2 days advance notice is a reasonable notification time.

6. Tips

   • If the meeting you are planning has a specific purpose and you receive an agenda item request that does not fit into the scope of the meeting, ask the person who requested the item to send an interoffice email or memo to address the topic, or suggest the item be put in the next applicable meeting agenda.
   • When you plan a meeting time, keep in mind that studies show the ideal meeting times are 9:00 in the morning and 3:00 in the afternoon.