Bibliography Statistics Inspiration Consultants & Trainers Software Recognition Items Professional Networks Journal Index Links Clip Art Setting a Clear Meeting Agenda By Rob Sandelin

After facilitation, the next most important meeting process is to outline a clear agenda. Put the agenda on a chalkboard at the meeting so everyone can see it. Let members know what is on the agenda before the meeting. Write out each agenda item as a goal or an action. Rather than writing down "discuss budget" as an agenda item, analyze the goal for the item. Write it as a specific task that needs doing such as: "define budget categories and develop tentative amounts in each category". Making a task focused agenda helps to organize the thinking of the participants and makes it very clear exactly what is being done or asked for.

"Making a task focused agenda helps to organize the thinking of the participants and makes it very clear exactly what is being done or asked for. "

Be sure to identify the type of each item, is it a discussion, a brainstorm for ideas, or a decision? Provide background information with the item so people know WHY this is on the agenda. One common problem is prioritizing the agenda. Sometimes there are so many things to deal with that meetings may take hours and hours. As a group, Scrutinize each item to ensure it is something the large group should be dealing with. Can a small group be entrusted to make the decision on this item? One idea is for the facilitator to set a time limit for discussion of each issue and then defer further action to a sub-group or another meeting. In this case when the time limit is reached the facilitator explicitly asks permission to continue, with the knowledge that other items later on the agenda might not get dealt with. Identify resources for each agenda item. Is there a committee or person who knows about this agenda item? Talk with them and assign them the task of introducing the issue and provide background information. © Consensus Works! Reprinted with permission from http://www.infoteam.com/nonprofit/nica/cw1.htm Rob Sandelin  Robert Sandelin offers two day, one day, or half day workshops for groups on how to use collaborative processes effectively. "I do these workshops as a service to non-profit, social change groups and charge a very modest fee. Each workshop is custom designed to meet the needs of the group. Bring your group to its best by learning about consensus process, facilitation and group member skills."  To get more information, or to book a workshop, it is best to email him at [email protected]. You can reach him by phone at 360-668-2043. Visit Community Works!  www.infoteam.com/nonprofit/nica/cw1.htm for info about workshops.

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