Preparing for the meeting:
Agenda Planning Worksheet
plus Tips for Creating a Realistic Agenda
Page 1 of this worksheet is designed to help meeting owners create clear, specific meeting agendas. Page 2 is an agenda format that can be sent to meeting participants prior to meetings.
Tips for Creating a Realistic Agenda
; Jointly design the agenda with key members attending the meeting and factor in the number
of people attending.
; Incorporate some slack into the agenda.
; Consider the group’s history and your knowledge of the group.
; Ask questions of attendees if they complete their discussions.
; A key part of the facilitator’s role is to help the group make informed choices about how it is
spending its time. Frequent process checks will help a group do that and avoid frustration.
Source: “The Skilled Facilitator: Practical Wisdom for Developing Effective Groups,” by Roger M.
Schwarz
1
Name of Meeting: __________________________________________________________
Date of Meeting: _______________ Time: _________________
Location: ______________________________________________
Outcomes from meeting: By the end of this meeting, we will:
___________________________________________________________________________________________________
___________________________________________________________________________________________________
Agenda planning (SAMPLE)
Agenda Item Desired Outcome Process (How) Time Required Start-up: ; Gain alignment and ; Review 10 minutes ; Welcome commitment on meeting ; Clarify
; Meeting outcomes outcomes. ; Discuss
; Review agenda ; Set stage for meeting ; Agree
; Set meeting ground structure and participation.
rules
; Meeting roles
Business reporting for Q2 ; Create a common ; Present 45 minutes
understanding of financial ; Clarify
picture. ; Discuss
; Determine what additional ; Question
information would be helpful ; Summarize
in the planning process.
Interpretation of data Develop agreement of what ; Small group 30 minutes
the information means as we discussion.
move forward. ; Identify
questions and
what data
means and
report back
to larger
group.
Review action item list Be clear on who is Summarize 10 minutes with dates and accountable for what and Validate
determine next steps when
2
Meeting Agenda
(could be sent to participants prior to meeting)
Topic Desired Outcome Owner Time Start-up: ; Gain alignment and Mary (meeting 10 minutes ; Welcome commitment on meeting leader/facilitator) ; Meeting outcomes outcomes.
; Review agenda ; Set stage for meeting ; Set meeting ground structure and participation.
rules
; Meeting roles
Business reporting for Q2 Create a common John 45 minutes
understanding of financial
picture.
Interpretation of data Develop agreement of what Mary (meeting 20 minutes
the information means as we leader/facilitator)
move forward.
Review action item list Be clear on who is Mary (meeting 10 minutes with dates and determine accountable for what and leader/facilitator) next steps when
3