Agendas shape the expectations of a meeting. Using an agenda template provides standardization and a formal format for a director’s meeting. Planning for meetings shows professionalism and preparedness necessary for a smooth meeting. Distributing your agenda a day or two prior to the meeting will allow invitees to prepare and anticipate the meeting presentations and discussions. Director’s often have busy schedules with little time to sort through complicated documents. The simpler you can make the agenda format, the easier it will be for directors and assistants to determine meeting purpose, location and topics.
Create your director’s meeting agenda in a word processing program, such as Microsoft Word. Word is an application that most can access and provides several downloadable meeting agenda templates that you may want to utilize as a starting point. You can customize the agenda with your company logo and name.
Input the meeting name, date, time, location and conference call information in the header of the agenda. Present the information clearly, at the top of the page and centered so invitees clearly know how and when to access the meeting. You may also want to include a list of invitees and facilitators as room on the page allows.
Solicit agenda topics from the participating directors. Send out an email at least a week before the meeting to ask for agenda topics. List agenda topics in order of how you plan to present each topic. On the template, list each agenda item by number on the left and the name of the person responsible for leading the discussion to the right of the topic. If time is limited, you may want to assign time frames to each topic, listing them next to the agenda item.
List “Next Steps” and “Other Items” as your last two agenda items. This will allow your meeting to wrap up with any action plan items and other topics that may not be formally listed on the agenda.
Use the same agenda format for subsequent director’s meetings. The directors will become accustomed to looking at the agenda format and easily view the meeting details and topics. Assure that your agendas are uncluttered, have plenty of space between lines and clearly show the purpose of the document and reason for the meeting.