- Planning your agenda can provide you with a “road map” for how your meeting will run, who needs to be involved and in attendance, and a clear way to reach your meeting goals. Develop clear goals first and plan your Agenda to achieve those goals. If you have no goals for your meeting, i.e. forming a membership committee, updating members on the least move in your anti-drug campaign, your meeting will be unfocused and confused.
- Planning can help you decide whether you actually need a meeting at all. If all you need to do is announce an upcoming event, your newsletter could substitute for a meeting.
- Planning can help you figure out what kinds of meeting you need. Do you need to engage in problem solving, get ideas from membership about new directions, and revise your by-laws? Once you are clear, you can target only the people who will be interested or must attend. This way you will not wind up with a lot of bored members wondering why they were invited. If members find themselves attending lots of unnecessary meetings, they will simply stop coming.
- You may need some research done or information gathered before the meeting in order for it to be productive. Planning helps you figure out what needs to be done before a meeting so you don’t end up without important information that you need.
- Plan with a group not by yourself – this way you will be sure that the meeting agenda focuses on issues important to everyone. Also, new leaders need to learn planning skills and should be encourage giving their ideas.