Meeting Management

Order of Business

 

1.  The meeting is called to order

2.  The secretary calls the roll

3.  The secretary reads or distributes the minutes

4.  The minutes are read, corrected, and approved

5.  Reports of boards and standing or special committees

6.  Announcements

7.  Unfinished or old business

8.  New business

9.  Adjournment

 

Developing an Agenda

Order of items

• Mix short, easy-to-handle items and more time consuming items
• Put a few easy items first to get the meeting rolling in a positive direction
• Listing goal or action of each item
• Place on the agenda the expected action that will be taken with each item.  If you will be voting on that particular piece, say so.  If you will only be opening a discussion on it, make it clear.
  (Ex:  “For discussion” or “For consideration”, etc.)
• Balance of items and guarding against overload
• Make sure the agenda is manageable. 
  
  If it gets too long, delete items that can wait.
  Can a small group be put in charge of an item to bring back information or to make the decision themselves? 
  Delegate when possible.  It will give more people buy-in to your organization.