Meetings: Preparing the agenda

On this page

• General information
• Items on the agenda
• Additional information

General information

A meeting agenda summarizes what will occur in a meeting and the order in which it will occur. It includes a planned list of discussion items, which clarify the purpose of the meeting, help attendees prepare for it and facilitate follow-up.

Some organizations have a prescribed format for agendas. For example, information might be recorded in a table or in a bulleted or numbered list. If your organization has a prescribed format, use it. If not, you’re sure to find a standardized format online that will meet the needs of your organization.

Items on the agenda

The agenda lists the order of business for a meeting and may include the items listed below:

• Call to order: The presiding officer announces that the meeting has begun.
• Welcoming remarks: The presiding officer welcomes everyone and, if necessary, introduces new members and guests.
• Roll call and quorum: The secretary takes roll, and the presiding officer states whether quorum has been met (that is, whether enough members are present to hold the meeting).
• Amendment and adoption of the agenda: The presiding officer asks if anyone wants to make any changes to the agenda. If so, the members vote on amendments and approve the agenda.
• Adoption of the minutes of the previous meeting: The members vote to approve the minutes of the previous meeting.
• Reports: The members share any relevant reports and provide an update on the actions taken since the last meeting.
• Special orders: Special orders include nominations and elections.
• Unfinished business: The members discuss outstanding issues that they didn’t have time to address at the previous meeting. Note that the term old business shouldn’t be used to refer to pending items. If a member wishes to reopen a previously discussed topic, the item would be considered new business.
• New business: The members raise new topics, make new motions, introduce resolutions, open items for debate, etc.
• Announcements: The members share information relevant to the group. Then, they decide on the date, time and location of next meeting. Note that announcements do not include motions, discussion items or items that require a decision to be made.
• Adjournment: The presiding officer closes the meeting.

Additional information

• Agenda
• Meetings: Preparing the minutes