When you need to complete a meeting within a short time without losing focus on the goal and yet coming up with good decisions you should be considering having a formal meeting agenda. When you decide to circulate a formal meeting agenda before any meeting it will encourage the participants to become involved in some deep thinking as well as decision-making. This is perhaps the best way to efficiently to deal with a meeting which begins in a generic fashion.
As with agendas of all meetings a formal meeting agenda which is prepared in the form of a detailed notice and contains information of different types regarding the upcoming meeting must be issued early. This is because the meetings are normally attended by the higher management of the organization. The subject of the meeting usually deals with threats that need to be dealt with and decisions made to benefit from any opportunities which are available.
Organizations can encounter a number of issues which can be detrimental to their existence and these are matters which can be discussed at a formal meeting where the highest management of the organization will be present. The agenda for the meeting is prepared as a formal letter inviting the management to decide on the steps needed to deal with the threats and derive benefits from any opportunities which they may observe.
Formal meeting agendas are generally prepared for the higher management of the organization who may be located in a single location or be dispersed according to the requirements of the organization. These individuals need to accumulate at a single location for the discussion mentioned in the meeting agenda and participate in the decision-making which will be required.
The secretary of the organization must assume the responsibility of creating the formal meeting agenda. The board meeting must be completed within a stipulated time and the responsibility of serving the notice to the board members should be with the secretary who should ensure that the topic for discussion is clearly mentioned in the formal meeting agenda.
The objective must be to create a sense of awareness among the directors about the status of the organization.
Table of Contents
Points to consider while drafting Formal Meeting Agendas
- Divide the format of the agenda into headings and subheadings to make it easier to read.
- Collect all information as needed before setting the agenda for the meeting.
- Organize the format of the formal meeting agenda properly and with signatures before it is circulated to the board members.
- The formal meeting agenda must also contain the date and time of the meeting and any provisions regarding the adjournments.
Example of Formal Meeting Agenda 1
[Time And Location]
[Subject: Student Equity Committee Meeting Agenda],
Facilitators of the Meeting [Names of the Individuals Along with Their Titles],
2) Items for Discussion.
A) SE Feedback.
B) SE Template Received from State On [Date].
C) SE revised plan timeline.
D) Interventions and their status [priority item for SE plan].
E) Focus group for conducting this semester [priority item for SE plan].
G) Budget report for the previous year and this year provided by SE.
H) Confirming the membership of the SE committee along with the type of committee and the charge of the committee.
I) Training for colored men — discussion.
J) Full-time faculty diversity hiring for the years [years].
K) Achieving the dream plan presented by [name of the individual].
I) Flex activities.
M) Student equity plan training in [name of the state, department, and date of training]
3) Next meeting — [day, date, time and location of the meeting].
Example of Formal Meeting Agenda 2
Formal Meeting Agenda For Pyramid Model Team Meeting
Buddy for Absent Members:
Objectives of the Meeting
1) [List the Objectives Of the Meeting In Numerical Order]
Date And Location Of the Next Meeting
9 AM — Welcome, Introductions And Information Sharing With No Decision Being Needed.
9:15 AM — action plan updates along with a discussion which requires a decision.
10:15 AM — selection of coaches after a discussion with a decision being made.
11:15 AM — ongoing planning of train the trainer event with a discussion which should lead to a decision.
12 PM — evaluate the meeting completely and adjourn for the day.
Example of Formal Meeting Agenda 3
Agenda of Emergency Formal Team Meeting
Meeting called by [name of the individual].
Type of the meeting [describe the nature of the meeting].
Facilitator [name of the facilitator].
Notetaker [name of the notetaker].
Timekeeper [name of the timekeeper].
Topic 1. Selection of new members of the team necessitated by the departure of existing team members to other locations.
Topic 2. Assigning responsibilities to the new team members selected during the meeting.
Topic 3. Discussion of any other pending business.
Observers [names of observers].
Special notes [to be prepared by notetaker].
A formal meeting agenda needs to be precise and the individual preparing the agenda should understand that the members attending the meeting belong to the highest authorities of the organization.