Agenda Template
An agenda is a crucial tool for running a smooth and efficient meeting. While it’s not a legal requirement under common law or legislation like the Corporations Act, it’s practically indispensable. Agendas help meetings stay focused, ensure nothing important is overlooked, and serve as a useful record of what was discussed and decided. Many secretaries also keep agendas from past meetings because they provide valuable context for understanding decisions later on.
Agendas are much more than just a list of discussion points. They provide structure and flow, helping participants navigate through topics logically and efficiently. This not only keeps things organised but also makes it easier to write up the minutes afterward. A good agenda also ensures all participants are on the same page and prevents the meeting from getting derailed.
Preparing an agenda is typically the responsibility of the secretary, who works closely with the Chair or sometimes a committee. The process involves reviewing previous meeting minutes to identify unresolved items, including any recurring or seasonal topics, and organising the agenda so everything is addressed in a logical order. The key to a great agenda is careful planning and a methodical approach. This can involve keeping notes and collecting relevant documents well ahead of time, ensuring everything is ready when the agenda is being finalised.
The agenda itself should be clear, logical, and easy to follow. Items are typically numbered in sequence and grouped into categories to keep things organised. The wording should also be consistent and straightforward, often starting with action words like "To approve" or "Consideration of." This ensures everyone knows exactly what’s on the table.
Meetings often start with reviewing and approving the minutes from the last meeting, which serves as a useful reminder of what was discussed and what still needs attention. Routine business—like accounts, approvals, or updates from committees—usually comes next. These are often less controversial and can be dealt with quickly to build momentum. More complex or contentious items are then addressed once the meeting is in full swing. If changes to the agenda order are needed, they should only be made for good reason and with everyone’s agreement.
Agendas also typically include a section for "general business" or "other business" toward the end. This allows for any unexpected or urgent topics to be addressed, but it’s important that these still fall within the scope of the meeting’s purpose. Anything beyond that may require proper notice for a future meeting.
It’s best practice to send the agenda to all participants ahead of time, ideally along with any relevant documents like reports or financial statements. This gives everyone time to prepare, which leads to better discussions and quicker decisions. It’s also a good way to ensure participants are fully informed before they walk into the meeting room.
For adjourned meetings, a new agenda usually isn’t necessary unless there are significant changes to the business being discussed. In more complex meetings, an annotated agenda can be helpful, especially for the Chair. These annotated versions include extra notes or reminders to guide the Chair through the meeting, such as checking for a quorum, acknowledging apologies, or calling for motions. They make it easier to keep things on track and can even be used as a draft for the meeting minutes.
While having a consistent format for agendas is useful, it’s also important to be flexible. Sometimes adjustments need to be made to accommodate new developments or priorities, and that’s perfectly fine as long as it’s done thoughtfully and with the agreement of those involved.
In short, an agenda is the backbone of any successful meeting. With proper preparation and thoughtful design, it ensures that meetings run smoothly, stay on track, and achieve their goals efficiently. It’s a simple but powerful way to make the most of everyone’s time and effort.
