Agenda planning – our top tips when preparing for meetings

The agenda sets out the structure for the meeting, and a clear structure is essential for a meeting to be efficient. A clearly organised meeting agenda will help make sure the conversation flows, so you can cut down on side conversations and get down to business. 

Circulating the agenda in advance of the meeting will enable to chair, the participants and the minute writer to prepare for the meeting so that they can actively contribute to the meeting. This will ensure you get the most value out of the meeting.

Different types of meetings

There are various meetings where the topics are already decided for the meeting. For other meetings, the participants are invited to submit agenda items.

The final item on the agenda is usually the “Date of the next meeting”. This is a good opportunity to remind everyone of the deadline for providing the meeting papers and to contribute to the agenda.

Who prepares the agenda?

The chair and the company secretary will work closely together to prepare the agenda. The minute taker can assist with the preparation to ensure that the items appear in a logical order as the minutes are drafted to follow the same order as the agenda.

Preparing the agenda

The agenda should be neatly presented with the details of the meeting included, as well as the agenda items and presenter. List the name of the entity, the attendees and their roles, time (and time zones if applicable), date, and location.

It is also good practice to include the target time for each topic to be discussed. The agenda of a board meeting is the true driving force for productivity. It helps you move between meeting subjects and address everything you need to while not dwelling too long on things that may be better addressed in other forums.

Set the order of proceedings and list discussion focus areas with an attendance/dial-in schedule for attendees who are required for part of the meeting.

Creating an effective board meeting agenda starts with a review of the agenda and the minutes of the previous meetings. Most meetings will follow the same structure as previous meetings. For regulated entities, we recommend that you use an agenda planner/governance calendar to make sure that all key topics are covered for the year.

Circulating the agenda

Circulate a draft agenda to the Chairperson for comments prior to its inclusion in the Board pack.

Review and update the Action Points list arising from the prior meeting, if there is one. Request updates from those with responsibility for the matters.

The agenda can be circulated in a short form with the notice, and the full agenda should be included in the board/meeting pack circulated (at least one week prior to the meeting).

Do you want more tips & tricks regarding corporate governance and company secretarial matters? 

Visit our news & insights page on our website, where we regularly share news, insights and guidance in key areas such as corporate governance, minutes and secretarial practices. We hope that this will inspire new ideas that could benefit your business.

Courses and Training

Our team of qualified chartered secretaries and experienced individuals develop courses and training material that cover the statutory requirements (in Jersey, Guernsey, UK or the Cayman Islands) whilst also giving useful “Tips and Tricks” and guidance through your in-house policies, procedures and precedents.

Our courses are suitable for secretarial officers, governance administrators, and anyone who is responsible for coordinating meetings and taking minutes for companies or committees. We tailor the training plan to fit in with the skills level and experience of the attendees. The number of sessions and the length of sessions will depend on what you want the course to cover. 

Complete the online form to provide the details we require to get started. The information will be used to prepare a proposed training plan, including a draft syllabus for your review and a fee proposal.

About Virteffic

Virteffic Limited is an independent, privately owned business in the Channel Islands that provides secretarial support and administration services. Our virtual assistants specialise in drafting minutes, preparing board packs, and day-to-day administration services. The team consist of experienced, qualified professionals with hard-to-find skills and long experience in the regulated financial industry. We pride ourselves on being flexible, efficient, diligent, knowledgeable and discrete. 

Simply put, we help businesses and charities by doing tasks they don’t know how to do, are too busy to do, don’t want to do, or that would be better outsourced.

We have become a trusted support firm that assists businesses of all sizes, including many of the larger regulated firms (funds and trust companies, wealth advisors and insurance companies), non-profit organisations, and charities. Our clients are based in Jersey and Guernsey, the Cayman Islands, and the UK.

Find Out More

You can visit our website to find out more about Virteffic and to request a fee proposal. Get in Touch if you are interested in any of our services.

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