Plan ahead for meetings

Would you plan a bus or airplane trip without consulting a schedule of times and destinations? Probably not. A meeting agenda is your group's schedule of departure and arrival. It marks the way toward achievement of goals. What's going to happen at the next meeting? What business will be discussed? What issues will require a decision? Will someone give an informational report? Don't be taken by surprise at your meeting -- plan.

In Extension, we often feel like we are in the "meeting business." A great deal of time is spent preparing for meetings -- and the first step in meeting preparation is good agenda. This is an important concept we teach to our 4-H members and follow through with those who serve on the Extension Council or Program Development Committees.

An agenda is a step-by-step order of points to be covered. A tentative agenda should be sent to all members prior to the meeting:

* To ensure that important business is not overlooked.

* To remind people of the meeting.

* To help members identify important items and prepare to discuss them.

* To help members focus on issues, to contribute and to feel a sense of progress.

* To ensure meetings start on time, move forward and stop on time.

Days or even weeks before the meeting, the facilitator, chairperson, or presiding officer should begin preparing the agenda. This person should review program plans and actively involve other officers, chairs and group members who may have items of business to offer.

Agendas that are too brief or vague can actually hinder the progress of a meeting. Properly prepared agendas, on the other hand, almost always make meetings run smoothly. In a well-prepared agenda, items are elaborated. For example: An item listed simply as "Fair Board Report" doesn't tell us very much; adding "select representatives and consider alternative date" says more. Be certain to indicate the expected action for each item. Here are some common phrases for conveying expected action: "for information," "for discussion," and "for decision." These phrases will help members anticipate and prepare for the action. If a particular person has responsibility for an item, place that person's name in parentheses just below or to the right of the item. This information tells members who the contact person is and serves as a guide for the chair.

The order of items can be critical to the success of a meeting. For some items, the order is obvious. For example, you usually don't discuss the budget for equipment purchases before you discuss your equipment needs. Some agenda orders, however, are not so obvious. Informal meetings for planning or problem solving may benefit from these suggestions.

For more information on planning efficient and effective meetings, contact the Southwind Extension District Office in Iola at (620) 365-2242.