Guidelines for Agenda Management

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                GUIDELINES FOR AGENDA MANAGEMENT

Successful meetings--whether for small committees or large
organizations--depend partly on the quality of the agenda that is
developed.  These guidelines indicate steps a leader can take to
see that an organization is preparing top-quality agendas.

     1.   A meeting agenda may be more effective if the traditional 
          format is dropped in favor of a functional format that
          builds around the questions: What item is most important? 
          What item should receive the group's energy?

          Traditional                             Functional

          Minutes of last meeting            Build on agenda
          Financial report                   Minutes (prior      
                                                  distribution)
          Committee reports                  Finances (prior     
                                                  distribution)  
          Old business                       Items for decision
          New business                       Items for discussion
                                             Items for information


     2.   The work of the group can be organized and managed by
          keeping a "working agenda" that is different than a
          "meeting agenda."

     > Working agenda:  List all the items considered and worked on
     by the group, and the status of each item.  This is a fluid
     list.  Items can be entered as they arise, perhaps
     tentatively, even though the group does not have time to
     consider them at the moment.  Items can be removed when they
     are finished, handled in another way, or cease to be relevant.

     > Meeting agenda:  List those items from the working agenda
     that must have a decision, discussion, or information reported
     at a given meeting.

     > Meeting action plan:  Record any action taken, the person
     responsible for the action, and the deadline for completion of
     the action.

               
> Things to keep in mind

     l.   As chair of the meeting, you have the responsibility to
          prepare the agenda.

     2.   The agenda is a helpful tool.  You should be prepared to
          use the kind of agenda that is best for you.

• Lois M. Frey, UVM Extension, RR #4, Box 2298, Montpelier, VT 05602, (802) 223-2389, email: lfrey@sover.net
• "Group Development: Creating Group Effectiveness" by Duane Dale, DFD Associates, 99 Brattle Street, Cambridge, MA 02138-3402 (moving to 764 South East Street, Amherst, MA 01022 after 8/1/98);
• Bob Biagi, 142 Cherry Lane, Amherst, MA 01002 (413) 549-1412;

Comments to: crs@uvm.edu
Reviewed as of 4/20/98