Writing meeting agendas

GROUP MEMBERS:
1.Osama Alshammari
2.Saud Alsalem
3.Ali Alswayed
4.Abdullah Alnatheer
5. Turki Bin Duhaim
Contents:
Abstract………………………………………………………………………….3
Introduction……………………………………………………………….…..4
Objectives…………………………………………………………………....…4
What is the meeting agenda? …………………………………………5
DISTRIBUTING AGENDAS ………………………………………….......6
AGENDA PREPARATION ……………………………………….......…7
What to include in a meeting agenda …………………………..8
Types of Meeting Agendas ……………………………………………9
Work Distribution …………………………………………………………10
Presentation software …..........................……………………….10
Conclusion …......................................................................11
References ……………….................……………………………………12
Introduction:
In this Proposal our topic is Writing Meeting Agendas what we will
discuss about how it could have a positive effect on your meeting
possibly improving the outcomes of the meeting substantially.
There are a lot of methods to be considered, for example clearly stating
when and where the meeting will be held can be very beneficial.
Underlining the meeting subjects is important so all associates can come
well prepared for the meeting.
You can measure the group performance based on how well the agenda
is being reviewed.

Objectives:
Here we are going to:
• Introduce of what’s agendas
• Clarification When to distribute and prepare agendas
• What should include in agendas
• Types of meeting agendas
What is the meeting agenda?

A meeting agenda is a list of activities that participants are hoping to

accomplish during their meeting. It serves several purposes:
• It gives the attendees prior notice of what will be discussed.
• It sets clear expectations for what needs to occur before and during a meeting.
• It keeps the participants focused on the topic at hand.
• It sets the pace of the meeting.
• It acts as a time management tool.

When designed correctly, a meeting agenda can prevent unproductive

meetings, saving your entire team a lot of time. Whether your meeting is a
large, formal event, or a casual discussion in a small team, an agenda is the
best way to stay focused and make effective use of the time you have.
DISTRIBUTING AGENDAS

When to distribute

There is no set time to distribute an agenda, but ideally it should

be sent out to give attendees (including the minute taker)
enough time to prepare, but not so soon that it is out of date
by the time of the meeting. It is difficult to give a recommendation
time because it very much depends on the ‘speed’ of the
business. In many public organizations (hospitals, universities,
Eto), it is common to have an agenda one to two weeks before
a meeting. This would rarely happen in fast-moving business
environments such as television or sales.
AGENDA PREPARATION

> The agenda will be ready when you want it, and this will give
you time to prepare for the meeting. An effective minute
taker cannot sit back and say “Well, I do not know what it is
about.", you must be proactive and find out what it is
about.

> This will save the chairperson time and help them get their
thoughts together. They may make changes to your draft but,
at least you have given them a starting point.

> Attendees can give you suggestions for items to include.

 What to include in a meeting agenda
The topics you should include in your team meeting agenda depend, of course, on
the purpose of the meeting. However, regardless of whether your meeting is a
brainstorming session or a quarterly retrospective, most agendas include the
following:

• Information items: This includes any updates you may want to share with the
group.

• Action items: These are the tasks your team should complete during or after the
meeting.

• Discussion items: These are all the topics you want your team to provide
feedback on.

Explicitly clarifying which category each agenda item falls into helps your team
deliver exactly the input that is expected of them.

Do not forget to include additional helpful details, for example, who will be
presenting each topic and how long each presentation will take.
 Types of Meeting Agendas

Meetings can take many various forms, such as:

• Team meetings, often known as staff meetings, are occasions for your team
to talk about different business-related topics.

• A board meeting is a formal gathering of the directors of your organization.

They often take place on a regular basis to examine team performance and
administrative difficulties.

• Executive sessions are regularly held by board members prior to normal

board meetings.

• Recurring meetings: routinely occurring daily, weekly, or monthly

gatherings
Work Distribution:
We divided Work distribution into 3 phases

First Phase, choose the topic and search for information.

The second Phase, writing the proposal and we split it into parts, Abdullah has
written the abstract and introduction, Ali has written objectives, prepare and
distribute agendas, Saud has written What to include in a meeting agenda, and
Turki has written the Types of Meeting Agendas, Osamah has written the
conclusion and references.

Final Phase, Presentation We have not decided what to do with it yet, but
everyone will design their part and then coordinate it uniformly.

Presentation software:
in this presentation we used Microsoft PowerPoint because:
1.It is free for all students.
2.Easy to work with.
3.All members of this group know how to use it.
Conclusion :
To summarize what we’ve written above, A meeting agenda is a list of
activities that participants are hoping to accomplish during their meeting.
The meeting’s agenda includes information items, action items and
discussion items. We divided the types of meeting’s agenda into team
meeting, board meeting, executive meeting in addition to recurring
meeting.
References:

https://books.google.com.sa/ : Writing meeting agendas

https://www.nuclino.com/ : How to Write an Effective

Team Meeting Agenda

English109 Book: Agendas