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Definition of an Agenda
Orderly sequence of items to be discussed in a formal meeting is called agenda.It consists
of a list of things to be done at a meeting. It is in the form of astatement. The secretary is
in charge of the preparation of an agenda for a board meeting or a general meeting in
consultation with the chairman of the board of directors. Agenda is prepared for all types
of meeting s in order that the meeting may be conducted systematically.In business
meetings, the agenda may also be known as the orders of the day. Optimally, the agenda
is distributed to a meeting's participants prior to the meeting, so that they will be aware of
the subjects to be discussed, methods or procedure to be followed. On the bases of
agenda participants are able to prepare for the meeting accordingly. Frequently in
standard meetings, agenda items may be "time boxed" or fixed so as not to exceed a
predetermined amount of time. In workshops, time boxing may not be effective.Agenda
contains a list of topics to be taken up in a meeting; its purpose is to set the tone and
direction of discussions at the meeting. A well- prepared agenda will assist the
chairperson in directing the business of the meeting and ensuring that the decisions are
reached in an efficient manner. The order in which the items appear in the agenda is
generally the order in which the business is to be taken at the meetingand the usual
practice is to place the routine business first and special business afterwards. In brief the
objectives of an agenda is to : (1) Familiarize participants with the topics to be discussed
and issues to be raised in the meeting.(2) Indicate, what prior knowledge would be
expected from the participants, and(3) Specify, what outcome the participants may expect
from the meeting.Every individual item on the agenda is termed as agendum,It forms a
part of the notice convening the meeting.Broad features of an agenda are as follows:
i. It is fixed beforehand and is meant for orderly or relevant discussions and deliberations in
ii. It lists all matters for discussion and deliberation serially and may also be accompanied
by necessary papers, notes, data, etc. on various topics supporting the items.
iii. It usually contains the name of the organization, venue, date and time as well as the
nature of meeting.
iv. The last item of an agendais usually “any other matter with the permission of chair”.
Thus, it leaves margin for any other item for discussion depending upon exigencies with
the permission of chairperson of meeting.
v. It should be clear and explicit. Suitable headings may be used for different items of the
agenda and should be drafted in a summary manner.
vi. Each item on the agenda should be serially numbered, all points of similar nature should
be placed in continuous order.
layout of an agenda
A simple meeting agenda may be headed with the date, time and location of the meeting,
followed by a series of points outlining the order of the agenda. Agenda items should
focus on the deliverable from each step. Steps on a typical agenda may include:
Review of the minutes of the prior meeting(s)
Purpose of the topic of discussion
Old business or open issues
New business such as specific points to be discussed — this section is where the bulk of
the discussion as well as decisions in the meeting usually takes place
Other issues; allowing a participant to raise any other point for discussion.
Close meeting to include review of key points, discussion of assignments,
communications plan for what to tell others not in the meeting, and confirmation of the
next meeting, if any.
It must bear the date signed by the convener of the meeting, if any enclosures are
required to be sent with the agenda; for example Director’s Report, Final Accounts,
Statutory report, etc, must be mention in the agenda.
Specimen:Agenda of the Annual General Meeting of Shareholders:
ABC General Mills Limited
463, Mahatma Gandhi Marg
Notice is hereby given that the Twelfth annual General Meeting of the shareholders of the
company will be held at Middleton Hall, Worli, Mumbai on Monday the 25th
1. To read the notice convening the meeting.
2. To read and approve the minutes of the previous meeting.
3. Chairman’s speech.
4. To receive, consider and to adopt the Directors’ report, and the audited Balance sheet and
the profit and loss Account for the year ended 31st
5. To declare dividend
6. To appoint auditors for the next year and and to fix their remuneration.
7. To recast promotion and transfer policies.
8. Vote of thanks.
By the order of the board