Creating Meeting Agendas

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Agenda must be delivered for the participants of the meeting beforehand, so they have the opportunity of familiarizing themselves with meeting's issues. Regular meetings' agendas are usually delivered alongside with the meeting invitation. Possible other meeting documents (e.g. financial statements, action plans, etc.) are also usually delivered alongside the meeting invitation. Creating meeting agendas must therefore be started well before the start on an actual meeting.

If the agenda has been distributed before the meeting, it is not compulsory to read it aloud at the meeting.

Possible alternation suggestions made for the agenda must be accepted by the meeting. Alternation suggestions can also be voted for, if conclusion is not reached otherwise.

Examples of alternation suggestions are alternation of the processing order of matters, deletion of some matter from the agenda, adding a new matter to the agenda, which can be made for example under the topic Other arisen issues.

A general custom is to state, that after an agenda has been approved, it becomes the procedure of the meeting.

Cautioness must be used, when deciding of the issues added to the agenda during the actual meeting. Basically every association's member must be aware of the issues concerned at each meeting. Therefore the issues added to the agenda during the meeting are usually handled so, that the issue is discussed tentatively and the board engages to prepare the issue for closing in the next meeting.

Creating meeting agendas can be a tricky work on the first times. To help your process, we have made a sample agenda, which can be opened from the right column.

This article is a modification of the Finnish version produced by Optinet Ltd and found on www.yhdistystieto.fi.

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