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Meeting Agenda Tips

QuestionAnswer
Prepare and distribute agenda 2-3 days before the meeting.
Distribute background data and information before the meeting.
Give pre-work; to do research and compile data, or even just think about an issue; this prepares people to participate.
Never have "other business" as an agenda item. if people cannot supply the agenda item before the meeting, it can't be important - or they are doing it for tactical reasons.
Have extra copies of the agenda on hand and post the agenda at the meeting.
List the activities that the group will take part in to accomplish the objectives vs. just the topics.
Assign responsibilities for agenda items and communicate to those responsible ahead of time and to participants via the agenda.
Allow breaks if the meeting will last longer than 90 minutes.
Communicate the intent of each agenda item using labels such as (A) Action, (I) Information Only, (D) Discussion, (DE) Decision.
For each item, set a start time, a duration, and a stop time. If you think about each item, you'll estimate total time more accurately and participants may take the agenda more seriously and work more efficiently.
Allow extra time for participatory activities such as those involving discussion, creativity, emotional involvement and consensus decision making as they can very greatly in terms of time.
Include purpose and objective statements.
Created by: ashiff
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