In order for any meeting to be conducted in a structured and orderly manner it is imperative that a list of topics or items to be debated be prepared.
This list of matters addressed forms part of the record keeping of a business or organisation and can be used as an important source of reference.
Certain conclusions can be reached by analysing the history of an item over time. If, for example, an item remains on the agenda for a long period, it may be prudent to resolve an underlying or outstanding issue by taking a different stance or utilising different resources or employing an altered approach to the resolution of the problem or situation.
Items should be prioritised and/or grouped together to ensure that the meeting flows and that items logically follow upon each other.
When an Agenda is compiled, comments from affected and interested parties should be obtained, these comments should be circulated with the Agenda in order to widen the base of knowledge to ensure that debate does not take place in a narrow-minded manner.
The compilation and circulation of Agendas to all who are invited to attend a meeting assist to focus the attention of the meeting on the issues to be resolved. Usually it is only by majority vote or the authority of the Chairperson that items which are not on the Agenda may be debated.
The importance or effect of utilising Agendas in business is highlighted by the fact that the intentions or the direction of an organisation may be steered by the skilful drafting of this instrument.
Agendas should be circulated in good time before the meeting is scheduled to commence in order to give participants an adequate opportunity to prepare their stance prior to the holding of the meeting.