SET AN EXAMPLE^229 Help to identify how much time will be needed for a meeting.
Provide a way to measure the accomplishment of tasks.
Provide an outline for writing a report after the meeting.
State how to prepare an agenda. Discuss and record on the flipchart the
pros and cons of preparing the agenda before the meeting:- Pros:
It saves time in the meeting.
Items can be put in logical order.
Group members can prepare and bring resource materials to
support items on the agenda.- Cons:
It reduces spontaneity.
Participants cannot decide whether or not all of the items are
important for a particular meeting.Step 3: Tell participants that the next 45 minutes will be spent putting together
a sample agenda. Then present the challenge: To set up an agenda for a
two-hour problem-solving session. Here’s the scenario:
“You work in a manufacturing setting. It has come to your attention
from several sources that the sales department makes promises to
customers that cannot be kept under the current production schedule.
You are calling a meeting with key people from sales, production,
shipping, information technology, and sales support departments. Your
goal is to solve the problem of scheduling so your company can keep its
promises to customers.”
Distribute Handout 40.1, Sample Agenda,and go over the parts of
an agenda:
Date and time of meeting
Names of those serving as team leader, facilitator, and recorder
Goals and objectives for the meeting
Topics, issues, and or activities
Processes to be used
Name of person responsible for each part of the agenda
Time allotted for each item on the agenda