An agenda may also be called a docket or schedule an

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is not required to, include specific times for one or more activities. An agenda may also be called a docket or schedule. An effective agenda sets clear expectations for what needs to occur before and during a meeting. It helps team members prepare, allocates time wisely, quickly gets everyone on the same topic, and identifies when the discussion is complete. If problems still occur during the meeting, a well-designed agenda increases the team’s ability to effectively and quickly address them. Preparation for a Meeting An organized meeting needs a well-written agenda. By sticking to a detailed, yet flexible agenda, the meeting can be kept streamlined and focused, ensuring that the goal of meeting is achieved in the shortest amount of time. Agenda provides an outline for the meeting (how long to spend on which topics). It can be used as a checklist to ensure that all information is covered. It lets participants know what will be discussed if it's distributed before the meeting. This gives them an opportunity to come to the meeting prepared for the upcoming discussions or decisions. It provides a focus for the meeting (the objective of the meeting must be clearly stated in the agenda). Agenda also helps the Chairman to control the members from going off the track and to organise the time to be devoted to individual items. Thus, Agenda communicates important information such as: 1. Topics for discussion 2. Presenter or discussion leader for each topic 3. Time allotment for each topic The items of the agenda are arranged in increasing order of importance and each item bears a number. However, almost every agenda has confirmation of the minutes of the previous meeting as the first item and any other matter with the permission of the Chairman as the last item. If there is any matter left over from the preceding meeting for enquiry and report, it usually appears as the second item of the agenda. When the agenda is an annexure to the notice, the following information is repeated: Name of the organisation Date of circulation Day, date, time and venue of meeting Signature of the secretary The following sources might be used for agenda items: Minutes of the previous meeting
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219 Suggestions received from members Actions and events since the previous meeting Correspondence on the subject Before finalising the Chairman’s approval is to be sought. Standard Items in Annual General Meeting Certain items appear in almost every annual general meeting of a company and also voluntary organisations, such as a club or an association. They are given below: Public Limited Company Club or Association Director’s Report Chairman’s or Secretary’s Report Annual Accounts Annual Accounts Auditor’s Report Auditor’s Report Appointment of Auditors Appointment of Auditors Declaration of Dividend Subscriptions Election of Directors Election of Office Bearers However the sequence of items differs from organisation to organisation. In some, the routine matter is placed in the beginning and in some at the end.
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