If you want people to have a shared responsibility in terms of the outcomes of meetings – then it makes sense to give them a chance to give input and help shape the agenda for the meeting. If participants feel engaged with the agenda then this will help ensure the outcome of the meeting is achieved.

Below are some ideas for how to set an agenda which engages participants:

• circulate a draft agenda and ask participants to comment and send you their thoughts on additions or deletions from the agenda
• state the overall outcome of the meeting and each agenda item on the agenda
• design the agenda so input from participants flows throughout the meeting which should mitigate the risk of lengthy spiels from people at the meeting
• next to each major topic include: the type of action needed, the type of output expected (decision, vote, action assigned to someone) and time estimates for addressing each topic
• ensure a final agenda is circulated at least one week in advance of the meeting
• ensure the time, date and location of the meeting are clear on the agenda for everyone as a point of reference.

Below you can download a few examples of meeting agendas. Try to assess what you like about them and if there are features you can adapt for your meetings.

Downloads:

Managing Meetings.pdf

A guide to managing meetings.

Planning a Great Meeting.pdf

How to plan for a great meeting.

Child Protection in Sport Unit Agenda.doc

Example: Agenda for the child protection in sport unit strategic group.

Sport and Recreation Alliance Governance Stakeholder Group Agenda.doc

Example: Agenda for Sport and Recreation Alliance governance stakeholder group.

SRA Games and Sports Agenda September 2011.pdf

Example: Sport and Recreation Alliance games and sports agenda.