Talk:Agenda (meeting)
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Q1. A meeting is the coming together of a group of people to discuss matters that are in their own interest. Incoming together of these people, they need to know their purpose of meeting and that is done through the agenda. The agenda is therefore a list of items to be discussed at a meeting arranged in order of importance. It is prepared by the secretary in consultation with the chairman or chairperson and sent to all members.
Q2. The agenda serves many purposes in a meeting. For instance, the agenda communicates important information such as: the topics for discussion, the presenter or discussion leader for each topic and the time allotment for each topic. In another context, the agenda can be referred to as the timetable of a meeting. In addition, the agenda provides an outline for the meeting (how long to spend on which topics), it can be used as a checklist to ensure that all information is covered, it lets participants know what will be discussed if it's distributed before the meeting. This gives them an opportunity to come to the meeting prepared for the upcoming discussions or decisions. Furthermore, the agenda provides a focus for the meeting – thus it crystallizes the intended meeting objective(s) and establishes the time available to accomplish them. Having an agenda also makes it much easier to keep a record of what decisions where taken at the meeting, important for follow up. A meeting without an agenda is therefore like a journey without a map and as such guarantees to take longer and produce fewer results.
Q3. Creating an effective agenda is one of the most important elements for a productive meeting; therefore, carefully carving out an agenda is an essential feature of every meeting. In this regard, planning an agenda should not be the sole duty of the members neither should it be left to the leader or leaders to decide. It is vitally important that the agenda of a meeting should satisfy all present and it should as well address if not all, at least most of the matters concerning the group involved. A meeting is not held only to satisfy the interests of leaders neither that of the members; therefore, an agenda should be planned in consultation with group members.
Should the agenda be left to the leader alone, the whole meeting is likely to be leader-bias, which goes to meet the leader’s interest. On the other hand, if the members are the sole architects of the agenda, the meeting is likely to be ninety percent member-centered. Notwithstanding the fact a leader-centered or member-centered agenda suits the interests of one group only, a well planned out agenda which integrates views from both members and leaders alike will not only meet their respective interests but will also satisfy the interests of the group as a whole.
When a leader plans an agenda, he/she decides what should be discussed and what should not be discussed; he/she again decides how long to deliberate on a topic and so on. In addition, when a member or members plan an agenda, they will want to talk about matters that relates to them. Now in both cases, matters that are pertaining to one party will not be adequately trashed out and this could affect the wellbeing of the group. Furthermore, matters that are of relevance to the whole group are sometimes ignored. Therefore, an agenda that comprises views from both parties is complementary in meeting the needs of the group as a whole and not one sided.
An agenda that has all parties contributing to it ensures that members are adequately prepared and well equipped with what is to be discussed and it ensures that each agenda item is directly related to the goals of the meeting. This helps others prepare to work with you in the meeting thereby doing away with unprepared participants who will waste time by preparing for the meeting during the meeting.
In essence, it will be beneficial for an agenda to comprise of topics from at least all parties involved in a meeting to ensure the success of the meeting. In some cases, a special body is charge with the responsibility of preparing an agenda for the meetings of the group. This representative body comprises appointees from all subgroups who represents the interests of their respective groups. Therefore, an agenda by such a body is balanced and well informed.
