GUIDELINES TO NRDC feb 24 2014

Preparing an AgendaIntroductionGuidelinesUse an agenda to allot time, focus discussion, and restore control if peopledigress.To prepare an agenda, follow these guidelines:GuidelineDescriptionArrangetopicsArrange topics according to objectives: information,discussion, or decision.Make Make topics specific and limited. If too ambitious, the group--topicsx Will waste time defining topics.specificx Won't get to all topics.x May not give topics time they deserve.Set Set sequence so the discussion--sequence of x Flows logically.topicsx Makes smooth transitions.x Progresses from the easy to the difficult.x Builds on each topic and creates momentum.Allot time To allot time--x Set specific beginning and ending time for each topic.x Take breaks between topics, not in the middle.x Limit meeting's length to a maximum of 90 minutes.x Meet right before lunch or quitting time.x Try stand-up meetings (no-chairs): they end on time.Coordinate Coordinate the agenda with stake holders. This helps you--x Learn views on contentious issues--avoids gettingambushed in the meeting arena.x Clarify meeting's purpose and members' roles.x Build commitment to the meeting's success.x Refine the agenda.x Determine if key players are preparing.x Anticipate how events will unfold.x Detect hidden agendas.Send it out After fine tuning the agenda, send it out a few days before thescheduled meeting date, along with any ‘read-ahead’ materials.Don't send out the agenda too far in advance:x Intervening developments may require a change in plans,and you'll have to get word out again.x People will forget it or lose it and show up unprepared.NRDC GRC – Staff Handbook 4-3