Module 3: Planning the Agenda

Objective: this module is intended to help members of School Community Councils to increase the effectiveness of the time spent within the monthly meeting of the School Community Council, increase accountability of persons assigned tasks for the council, and reduce the amount of time spent wasted in the meeting. Module Outline: Purpose of Agenda Elements of Effective Agendas Common Problems Before the Meeting . . . During the Meeting . . . Minutes Group Discussion

What is the Purpose of an Agenda? A well written agenda has the power to define, shape, and control a meeting. The purpose being to make sure the most important concerns of the council will have due consideration and time for decision making. Elements of Effective Agendas Purpose- Agendas lay the foundation for a meeting. By stating what the purpose of the meeting is will help to reduce irrelevant topics that can be taken to more appropriate venues. Time for introductions, as needed- early on it is a good idea for members of the council to know each other as well as parents and other attendees that take part in the meeting. Also if an expert is brought in to educate or help with a specific task, it is helpful to introduce said person. Topics o Discussion points- outlining what is being talked about will help eliminate or reduce overlap of discussion on related topics as well as alert interested persons about which meetings are more important for them to attend. o Notice of Upcoming votes- Advanced notice of votes that will take place, aids in the preparation of information that can be brought before the board, increasing the confidence that the correct decisions will be made. Timing and scheduling- by allotting a specific amount of time for each item on the agenda and sticking to it, you will ensure that each item will receive its due time. Defining responsible person(s)- when you make someone know that they are accountable, they will be much less likely to take their responsibilities lightly. Wrap up- reviewing what was discussed, decisions made, and assigned responsibilities, will help participating persons to recognize what was able to be accomplished.

Problems that Often Occur Consider each of the following items. Each one represents problems that can be solved by effectively using an agenda. These statements will be brought back up and the end of the module for the group to solve. Too many topics, not enough time! Pop - up agenda items at meeting Didnt see that one coming Extended discussion time So, what do you need me to do? Wow, thats not what I heard! Are we done yet?

Before the Meeting Decide the purpose of this specific meeting and what you want to accomplish. Plan and distribute the agenda at least 24 hours in advance- doing so will help attendees to adequately prepare for the meeting. Review and distribute all related materials Review action items from the previous meeting. o you must hold individuals accountable every time to ensure that individuals will both understand that there assignments are important, and that failure to accomplish tasks affects others. Plan for civil discourse- the best decisions are made when as many sides of an issue can be reviewed.

During the Meeting Manage time (including starting and stopping, assign a time keeper)- this is one of the most important responsibilities during the meeting. Failure to mange your time will result in long meetings that fail to cover all of the necessary items and/or prevent time for concerns and ideas that arent planned for. Set the tone with welcomes and introductions- some meetings fail to accomplish their purpose because individuals dont take the meeting seriously or even take it too seriously. The tone of the meeting will dictate that attitudes and the attentiveness of all persons involved. Review the agenda- this allows for last minute changes, and helps to transition the meeting from introductions to the business the meeting was called for. Lead the discussion and keep it on track- Often the biggest hindrance to a meeting is tangents that take time and fail to accomplish the purpose of the meeting. Leading out on subjects and not being afraid to suggest story time and other segues to wait until after the meeting.

Minutes

Effective minutes will aid in the formation of the next meetings agenda. They need to include the following elements: The purpose of the meeting and the date, place and time Who was in attendance A list of the agenda items covered A summary of the motions or decisions A BRIEF summary of key discussion points Assignments: o What is assigned, who is responsible and when it is due. Use the minutes to formulate the next meeting. o Doing so will help to maintain continuity between the meetings, and reduce time spent in trying to remember the key points of past discussions.

How do We Solve Them? Discuss the different ideas for overcoming these common issues and encourage collaborative thinking between the individuals present. Too many topics, not enough time! Pop - up agenda items at meeting Didnt see that one coming Extended discussion time So, what do you need me to do? Wow, thats not what I heard! Are we done yet?