Teams are often working in tandem with other members and to ensure perfect synchronization of their work they are often required to hold meetings for discussion of their plans and strategies. Members of a team are certain to have issues and ideas to discuss and a properly organized team meeting will ensure that all participants receive a hearing. It would, however, be difficult if the team did not bother to write a team agenda to ease the process of the meeting.
An agenda for any meeting needs to be written before the meeting is held because it is the basis on which invitations are sent out to participants, information about the topics to be discussed is provided, and most importantly the participants are intimated about the date, day and the location of the meeting. Team agendas are not different in this regard and therefore should be written immediately after deciding to schedule a meeting.
Participants attending a meeting without information of why it is being held are unlikely to add value by attending. In most cases, they will probably waste their time and that of the organizers because they have either not received the team agenda or have ignored the same for some reason. The team agenda is written for the participants to prepare themselves for the meeting in advance and make every effort to ensure the success of the gathering.
Agendas for a meeting are always sent to the participants who are expected to attend or in some cases even their nominees if applicable. Writing a team agenda to a layperson would not serve any purpose, and therefore it must reach the individual who will either attend the meeting or nominate an individual to partake in the activity.
A team agenda is written either by the leader of the team or a subordinate who may be nominated for the task. Team meetings may be held between individuals representing different industries and the agenda written should be in sync with the industry the team is working for. The team agenda should provide a fair idea of the meeting before the scheduled date to the participants. It can be used to allow time for different topics to ensure that the meeting concludes within the timeframe which has been set.
Points to consider while drafting Student Agendas
- The day, date and the location of the meeting need to be mentioned on the agenda.
- The reasons for the meeting along with the topics to be discussed may also be mentioned.
- The timeframe allotted for the entire meeting as well as individual topics should be provided to the invitees.
- The agenda may be written according to the requirements of the participants or in line with the subjects and topics which have been chosen.
The objective of the team agenda is to give the participants notice of the subjects they need to prepare for and to stay with the timelines provided to them for the discussion. The team agenda must specify that the timelines mentioned must be adhered to by everyone to conclude the meeting as scheduled.
Example of Team Agenda 1
WFI Project Team Meeting Agenda
A) Roster Name.
1. Address, work assignment, phone numbers, email address, Etc.
II. Fire Service Joint Labor Management Wellness and Fitness Initiative.
A) Display of WFI Overview Video.
B) distribution of WFI DVD.
III. Department Wellness And Fitness Project Organization.
A) Distribute organization plan and chart, review responsibilities and duties of each committee, task group, and position and review the budget.
IV. Program Leadership
A) discuss the importance of positive management as the WFI is viewed by some as a vehicle to support the unfit and injured. Task group leaders are advised to promote the positive impact of the program on individuals and the fire service in general.
B) discuss how task group leaders were selected. Every leader was selected because of their expertise in the subject area, organizational skills and most importantly because of their ability to complete a project.
V. Duties And Responsibilities Of Task Group Leaders.
A) Selection of task group members on [date of the selection].
B) developing the action plan which is due on [date].
C) management of resources.
VI. Information Routing And Tracking.
A) All Correspondence regarding the project should be directed to all copied to both the project manager and the task group manager.
VII. Action Items.
A) identify communication needs of as group members and contact task group leader with a list of the needs.
VIII. Schedule next meeting.
Example of Team Agenda 2
– Introductions — Coaches, Team Manager, Parents, Players.
– Coaching philosophy and goals for the season.
– Responsibilities of players — fitness, commitment, equipment & sportsmanship.
– Responsibilities of parents — scheduling notifications, good behavior on the sidelines.
– OATHS award [Outstanding Ambassadors Of Teams Honoring Sportsmanship] — Referees rate players, coaches and spectators on sportsmanship at every game.
1. Verify roster information [spellings of names and birth dates].
2. Provide a small picture of a player pass [approximately 1 in. head size].
3. Complete MYSA liability and medical release.
4. Review and sign players and parents code of ethics.
5. Verify uniform order information.
6. Review Apple Valley tournament responsibilities.
– Discuss optional team uniform items [warm-ups, backpack, sweatshirts, Etc.].
– Discuss and choose tournaments by using the rule of thumb of 75% agreement.
– Review game nights and potential conflicts [concerts, field trips, vacations, Etc.].
– Discuss schedule for the practice, offices and training and indoor league play.
– Identify preliminary team budget and possible fundraising.
– Choose a team name.
All are advised to refer to the website of the club for important information and any documents which may be required.
A team agenda can set the tone for a team meeting and ensure it is completed as scheduled by the organizers. Team meetings will include a group of individuals with different ideas that are all beneficial for the team.
They need to be given the time to express themselves if the team intends fully to make use of their knowledge. Having a team agenda before scheduling the meeting is an excellent way to have all the information needed which can guide the team towards success.