Agenda Building

When to Use This Procedure

1. When you begin a discussion of current issues, none of which is on the prepublished meeting agenda--to organize the "open agenda" part of a meeting.

2. When you need to preview the issues people want to address in open discussion.

3. When you want to prioritize issues to make the best use of limited time.

Materials Needed

1. Flip chart
2. Felt-tipped markers
3. Masking tape

How to Use This Procedure

1. The leader lists on the flip chart all issues members would like to bring to the attention of the group.

This set of categories may be useful:

Here & Now -- To be resolved in this meeting.

Next Meeting -- To be resolved by this group in a future meeting.

Assignment -- To be assigned to one group member who will resolve the issue and report back in a future meeting.

Task Force -- To be resolved by a group especially appointed to deal with this one issue (not necessarily by this same group).

The leader codes each item to indicate how the group decides to categorize the issues. For instance, "now" can be written next to each item for this meeting: "next," "assign," or "TF," beside the other items.

3. The leader determines the sequence in which the here-and-now items will be discussed and leads the discussion of those items. Time must be reserved for the remaining steps.

4. The leader assigns presenters, if appropriate, for those issues the group has decided to deal with in its future meetings.

5. The leader appoints a member to assume responsibility for those items designated as assignments.

6. The leader chooses a group member to sponsor each task force, and perhaps determines what other experts should be on the force (this may be left to the sponsor).

Notes

1. The leader may want to do Steps 4 to 6 before discussing the here-and-now issues. If so, be prepared to repeats Steps 4 to 6 if you run out of time or discover other issues during the discussion.

2. Procedure 2, "Assignment Matrix," may be helpful for Steps 4 to 6. Agenda Building in a Nutshell 1. List issues. 2. Sort issues: Now Next Assignment Task Force

3. Prioritize "now" issues and discuss.

4. Assign future presenters for "next" issues.

5. Delegate "assignment" issues.

6. Appoint sponsor and perhaps members for "task-force" issues.