Create an Agenda for ANY Meeting

From board meeting to staff meeting, or member’s meetings, a successful agenda will help to keep the discussion organized and orderly. Agendas that are poorly constructed will waste attendee’s time, important decisions might be missed or handled incorrectly, and an inexperienced meeting chair can feel overwhelmed.

For such a simple document, an agenda has a huge role in the success of a meeting. Understanding the similarities and differences for each type of meeting agenda will help avoid the frustration of a failed or ineffective meeting.

The foundation of an effective non-profit agenda is the past-present-future structure. Meetings begin by embracing the past – reviewing reports and asking questions. As meetings progress, discussion will shift to current work – asking more questions and solving problems. Finally, meetings will wrap up by looking ahead – planning and checking for goal alignment.

Use a past present future structure.

BASIC FORMATTING

Every meeting agenda needs to look professional and include basic information that tells attendees the name of the group holding the meeting, the date of the meeting, and what it is for. It is common, but not required for agendas to be on company letterhead and to include other details relevant to the specific group such as values or a brief definition of the role of the group. Choose a format that fits the work of the group and avoid too much detail.

START THE SAME

Finding a repeatable process to begin a meeting helps to draw people out of their side conversations and get into the flow of the work they are there to complete. Ice breakers are rarely popular, as they put people on the spot before they’ve had a chance to get comfortable. Instead of forcing a phony social exercise, try beginning the meeting the same way each time. This can be as simple as always calling the meeting to order exactly on time, noting attendance, and approving the agenda.

If social time is desired for in person meetings, build that into the time before the meeting is called to order. This might be as simple as always having coffee and doughnuts ready 30 minutes before the meeting starts.

THE PAST

Using the past-present-future structure, now its time to deal with past matters. Looking back isn’t just a formality to approve past meeting minutes, it is an opportunity for a group to consider if they are functioning as planned. Each group will handle a look at the past a little differently. Board meetings may focus on approval of previous minutes and staff meetings might check-in on goals for the past month.

THE PRESENT

Discussing current topics will be specific to board, staff, or volunteer meetings. Each group will be working on something different, unique to their role with the non-profit. There are usually three areas for this section of the meeting.

• Questions/Answers for reports from colleagues or committees.

Notice this isn’t an agenda item to present reports. Reports need to be circulated prior to the meeting. Reports presented at any meeting will thoroughly consume the time allotted and should be avoided at all costs. Board and staff meetings should have no problem sending out reports for review in advance. Volunteer meetings might hand out reports as attendees arrive.

• Discussion of the business items for the meeting.

This is the section where most decisions will be made. The chair of a board meeting will want to be very careful to follow parliamentary procedure for decision making. A staff or volunteer meeting won’t likely follow strict parliamentary procedure, but the chair of those meetings should still be careful to allow for open discussion and input.

Notice this item is not old/new business. If it needs to be discussed, its all business of the meeting.

• Monitoring and assessment of reports from employees or committees directly supervised by the group.

Monitoring is usually a board-only function. It is an opportunity for board members to ask questions about reports from senior staff, IF they have senior staff, or whomever is doing the operational work.

THE FUTURE

Looking ahead is an opportunity for a group to consider if they are on track with plans for the year. A board meeting will use this section to consider if they are on track, strategically. A staff meeting will use this section to look at the month ahead. A volunteer meeting will use this section to plan for upcoming needs.

WRAP UP

Wrap up procedure will be different for each group. Boards may need time for an in camera session, which would not apply to staff or volunteer meetings.

Evaluation of the meeting is another helpful wrap-up step. Evaluation might include filling out a meeting evaluation form, or simply checking that all expectations for the meeting have been met.

Finally, take time before everyone leaves, to determine the date/time of the next meeting and to properly adjourn.

Attendees feel they contributed.

Understanding the foundations of a non-profit agenda will ensure an attendee’s time is valued, important decisions are made first, process is followed correctly, and people leave the meeting feeling like they have contributed. That’s a great gift to for any non-profit to offer to staff or volunteers.

A nice little side benefit of understanding the past-present-future meeting agenda format is the ability to react quickly. Whether its adding emergency discussion items as they come up, planning a meeting with little advance notice, or chairing a meeting for the first time, groups can run meetings with confidence.

Start with what you have, make changes as desired.

Getting started with the past-present-future meeting structure doesn’t have to be complicated.

1. At the next meeting, read through the agenda with a new mindset.
2. Identify the items that don’t follow the past-present-future structure.
3. Consider making suggestions for agenda changes using this format.

When a non-profit wants a go-to tool that works for the development of any agenda, the past-present-future structure is adaptable and successful.

Thanks for taking the time to read my ideas. If you know someone who needs to read this, why not grab the link, and share it with them. Let’s work together to make meeting preparation easy.

-Christie

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Hi, I'm Christie Saas, former board member, current Executive Director, and non-profit volunteer. I remember well, those early years when I lacked the training, the confidence, and the work-life balance to focus on becoming the best non-profit leader I could be.

Fast-forward past many bumps in the road, lessons learned, and you’ll find me still in the trenches, but a little wiser, a little calmer, and a whole lot happier. I love my work and I want to help you love yours too.

I created ChristieSaas.com so non-profit leaders never need to feel alone. I’m here to help. If you’re a brand-new non-profit leader, or a little more seasoned, someone who’s looking to make a meaningful contribution and still have time for a full life away from the job, you’re in the right place.

© Christie Saas 2022 All Rights Reserved

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