M1 - Learner Manual

7.14. Contributing to and following objectives and agendas

Writing agendas[1]

An agenda is more than just a list of 'things to do' or 'things to be dealt with.' The content of your agenda will depend on the type of meeting you are holding. All participants should have the opportunity to:

contribute to the agenda

include questions and concerns raised by the membership

consult with executive and chairperson

refer to the preceding meeting's business, including all those items which required follow-up.

When writing your agenda the order should be carefully planned. A well planned agenda can: 

provide a logical guide

bring harmony and efficiency to a meeting

help restrain participants from speaking out of context.

The content of your agenda should not be too brief or vague. It is useful to include a brief reason for why each topic has been included. The content of your agenda will vary depending on the type of meeting you are holding. 

Formal meetings: 

have more detail

use formal language

have a more structured layout

contain cross references to other meeting documents.

Less formal meetings: 

are more brief 

use less formal language 

could contain jargon and concepts specific to the meeting audience.

An agenda will usually contain:

welcome – general

apologies / attendance

minutes of previous meeting

correspondence

business arising

general business 

topics for information

general business 

topics for discussion / resolution

other business

next meeting.

An agenda may also contain:

suggested time allocations

possible draft motions

types of action required

responsible agents

additional space for notes.

When developing your agenda and getting it ready to print and distribute: 

use an easy to read font so users can see which items are most important

use a hierarchy of fonts

leave plenty of white space

limit the use of bold and italic text formatting

avoid the use of underlining

it may be useful to number the agenda items 

star items if necessary

provide an estimate of the time allocated

clearly write the commencement time, time of any known adjournment and the conclusion time

schedule breaks (morning tea, lunch).

Facilitating group discussions[2]

When facilitating group discussion in your meetings, consider the following:

outline the issues

clarify motions and amendments, especially after prolonged debate

guide and regulate debate

move the discussion forward

keep the group focused

progress through the agenda efficiently ensuring all items are covered

summarise progress at regular points during and at the conclusion of the meeting

put each question to a vote.

If things start to get a bit volatile and difficult, you should:

stay calm

focus on the facts

try to see both sides of the argument

never make personal comments

use humour sparingly

know the procedures

call for a break

if need be, close the meeting.

You should also be aware of non-verbal feedback. This may include:

where participants sit

who they sit with and who they avoid

how they sit (posture)

eye contact

gestures

fidgeting

wandering eyes

yawning

repeatedly glancing at clock / watch

frowns, scowls, grimaces, etc

shuffling feet 

throat clearing