Agenda is critical to ensuring that meetings run efficiently. It enables that attendees are kept informed of the meeting and can prepare in advance to make a meaningful contribution. So, how to create board meeting agenda?
The concept of board meeting agenda
Meetings are often necessary to foster collaboration, build consensus on decisions, and solve problems. And in today’s increasingly location-independent work culture, meetings are simply part of everyday working life. So how can you make your meetings as productive and interactive as possible?
To ensure the effectiveness of any meeting, its purpose should be defined. The purpose of the meeting should be clear to both the organizers and each guest. Meetings without a well-thought-out agenda often turn into a superficial discussion of the topic, making it difficult to focus on key issues, develop and make constructive decisions. Topics for discussion, key information, and action items are among the things that should be included on an agenda. Participants in unprepared meetings are often forced to waste time waiting for the requested information, which negatively affects the rhythm of the discussion and, consequently, its effectiveness.
How to create an agenda?
How is the agenda formed? It depends on the goals set by the management: to bring the decisions to the notice of the participants or to discuss the agenda of the meeting on the state of executive discipline.
All agenda formulations can be divided into two groups:
- the formulation in terms of the problem
- the formulation in terms of the task.
The formulation in terms of the problem allows participants to more freely and openly express their ideas, suggestions, present their vision of the issues raised, and as a result of the discussion to make appropriate decisions. When drawing up, for example, the agenda of a meeting on the state of the executive discipline, one more point must be taken into account: planned issues can be summarized or detailed. You should not be afraid of a large agenda, provided that its volume is the result of a careful analysis of each issue.
What is the question-based agenda?
Most agendas follow a predictable structure in which topics to be discussed or required actions such as “Introduction”, “Open Discussion on X”, “Action Items” are listed. While this format can give your meeting some structure, it is ultimately problematic because it gives the moderator the “lead” of the meeting.
However, the moderator’s job is not to lead a meeting. Rather, moderators have no personal interest in the outcome of the meeting and their focus should be on creating an appropriate framework for the team to achieve the goals of the meeting. This is where the question-based agenda comes in. A question-based agenda replaces the traditional subject headings with specific questions that are intended to encourage meaningful discussions.
H3: Basic recommendations to board meeting agenda
As with any face-to-face meeting, in a virtual meeting, it is important to have a detailed agenda and to follow this agenda as effectively as possible. So, there are certain recommendations on how to create the perfect virtual meeting agenda:
A well-crafted board meeting agenda ensures that:
- Items are treated according to their urgency;
- all elements of the agenda have been adequately researched and provided with all available supporting data, documents, decisions, options, and recommendations;
- the agenda does not contain more elements than can be processed in the time available;
- sufficient time is reserved for discussion of any controversial issues;
- no time is wasted on older matters or irrelevant questions.