1. 1. NAMASTE AND WELCOME!!! Lets begin
2. 2. Faculty of forestry Hetauda , Makwanpur Presentation topic: Agenda of a meeting Presentators: & Prabin Poudel Agriculture & forestry university
3. 3. Steps of presentation!!! Brief concept of meeting Introduction about Agenda Ways to circulate agenda Guidelines of preparing agenda Importance of agenda Sample of agenda
4. 4. Meeting Meeting can be defined as an assembly of people for a purpose especially for formal discussion.
5. 5. AGENDA OF A MEETING Agenda is the list of individual items that ensures the meeting achieves its broad aims.(Raman and sharma,2011) Ordered sequence of items to be discussed in a formal meeting. (www.businessdictionary.com) An agenda is a list of items that participants are supposed to accomplish in a formal meeting. (www.about.com)
6. 6. Ways to circulate agenda It is important to inform the participants about the meeting so that they can attend and contribute significantly to the meeting. This can be done by following: 1. Circulating a printed notice(traditional) 2. Sending an e-mail(modern) 3. Informing participants through telephone(modern)
7. 7. GUIDELINES Following guidelines should be kept in mind while developing agendas: 1. Limit the no. of agenda items Only the need to know factors should be included keeping aside nice to know factors It should neither miss nor repeat the topics to be discussed 2. Do not dwell on the past To make meeting productive, it must focus on actions and decisions that will affect the present status and future orientation
8. 8. 3. Present opportunities, not problems Instead of focusing on problems, recast them as opportunities. Every problem represents an opportunity of some kind- to improve a process or prevent a future problem. Items of agenda should be displayed from an optimist point of view. 4. Allocate ample time There must be adequate time allocated so it makes formal meeting well-organized Some extra time should be allocated for queries, creative discussions, minute preparation, etc
9. 9. 5. Include sufficient details An agenda item should give participants the specific information they need in order to prepare for a meeting. For e.g. the agenda item advertising budget may receive a more positive response if put across as allocate the advertising budget among direct mail, print , radio and television. With this level of information, participants can gather the appropriate data for the meeting and prepare their arguments for or against each advertising medium.
10. 10. 6. Include following details Name of organization, department, committees Date, time and venue Items to be discussed 7. The agenda should be informed to participants at least a week before. The more the preparation required, the earlier the agenda should be informed.
11. 11. IMPORTANCES OF AGENDA: It is the best predictor of a successful meeting. It helps to keep meeting on course. It helps to ensure that stated objectives are accomplished. Planning tools for participants and the control tool for leaders. Makes effective use of participants time.
12. 12. Sample of an Agenda Paramount English School 2 Baisakh, 2070 You are invited to attend the first meeting of the Paramount english school for new academic session 2070/71 to be held at 10:oo a.m, on Saturday, 10 Baisakh 2070,in the Srinagar hall, Palpa, Tansen. Agenda Minutes of the last meeting Recruitment of teachers and some management personnels Course Syllabus analysis First terminal examination Any other matter (Prabin Poudel) Education specialist
13. 13. Sources: Raman and Sharma,2011 [page 233-235] www.businessdictionary.com www.about.com www.google.com
14. 14. Thanks everyone for special attention and pleasant co-operation.... SPECIAL THANKS GOES TO: Minu Gautam Shishir Baral. ...