The Meeting Agenda - Preparation - Agenda Items - Sample Agenda - Using the Agenda

Sep 12, 2026

An organization meeting agenda template that explains why meetings need a structured agenda and how to prepare one in advance. It outlines standard agenda sections, including call to order, roll call, reading and approval of minutes, officer and committee reports, unfinished business, new business, announcements, program, and adjournment. It also provides a sample agenda format and practical guidance on time planning, prioritization, sticking to the agenda, managing discussion, and closing each topic with next-step action plans.

LanguageEnglish

CategoryForms

FormatPDF

Pages4

Reading Time2 min

AccessFree to download

Preparation

Agenda Items

Call to Order

Roll Call

Reading and Approval of the Minutes

Reports of the Officers

Reports of Committees

Unfinished Business

New Business

Announcements

Program

Adjournment

Sample Agenda

Using the Agenda

California State University San Marcos, Student Life & Leadership Craven Hall 3400,(760) 750-4970 The Meeting Agenda There are many reasons why meetings are unproductive and frustrating. One common cause is the lack of an agenda. An agenda is an outline of the issues that a group will discuss during its meeting. PREPARATION The officers of the organization prepare the agenda with assistance from the organization advisor. An agenda starts with a list of general business items. Specific topics that are to be discussed at the meeting are placed under the proper agenda item in an outline format. The agenda (along with any supporting documents) is then printed and distributed to members at least one day before the meeting. This allows members to come to a meeting prepared to discuss their ideas, exchange information, and make decisions. AGENDA ITEMS The following agenda items are standard in most groups. You can adapt them to meet the needs of your organization, but be consistent. 1. CALL TO ORDER The Chair (usually the President or other designated officer) calls the meeting to order by standing, tapping the gavel once, and saying “The meeting will come to order.” • The Call to Order may be followed by any opening ceremony the organization may have (e.g., Pledge of Allegiance, invocation) . 2. ROLL CALL The Chair says,“The secretary (or other officer) will call the roll.” • If attendance is taken, it should be done with the aid of a prepared list of members’names. The list can include spaces for recording whether a member is present, absent, or tardy. 3. READING AND APPROVAL OF THE MINUTES The Chair Says,“The Secretary will read the minutes.” • After the minutes are read, the Chair asks: “Are there any corrections to the minutes?” • After corrections are made, the Chair says,“If there are no (further) corrections, the minutes stand approved as read (or as corrected) .” 4. REPORTS OF THE OFFICERS The Chair recognizes each officer in turn. For example: “May we have the treasurer’s report?” • Officers may give reports of their current activities and administrative duties. Reports usually are for informational purposes. However, if a report involves a recommendation for action, the group may discuss the recommendation as soon as the report is finished. 5. REPORTS OF COMMITTEES • The Chair calls for reports of permanents (or “standing”) committees first, followed by reports of special (or “ad hoc”) committees. As each report is requested, the committee chair (or other member) rises and presents the report. If a recommendation is made in thereport, it may be discussed as soon as the report is finished. 6. UNFINISHED BUSINESS • This category includes all business left over from pervious meetings. The chair works from a prepared list unfinished business topics, announcing each one in turn for discussion and action. 7. NEW BUSINESS The Chair asks,“Is there any new business?” • Members can introduce new topics at this time. 8. ANNOUNCEMENTS • The chair may make or call upon other members of the organization to make any announcements of interest to the group. 9. PROGRAM • Some organizations have a speaker, film, or other educational or cultural program. This is usually presented before the meeting is adjourned as the program may require action tobe taken by the organization. 10. ADJOURNMENT When the agenda is completed, the Chair says,“If there is no further business, the meeting is adjourned.” SAMPLE AGENDA Remember that specific topics should be written in the agenda before it is distributed. For example, your agenda might look like the one below: 1. Call to Order 2. Roll Call 3. Reading and Approval of Minutes 4. Reports of the Officers a) President’s Report b) Secretary’s Report I. Correspondence c) Treasurer’s Report I. Financial Report 5. Reports of Committees a) Standing Committee on Rules b) Talent Show Committee 6. Unfinished Business a

FAQs

Why is an agenda important for making meetings productive?

An agenda provides an outline of issues the group will discuss, helping members come prepared, exchange information, and make decisions. Without an agenda, meetings often become unproductive and frustrating.

How are agenda items typically organized in the provided template?

The agenda begins with general business items and places specific discussion topics under the appropriate item in an outline format. The chair then follows the standard order of sections during the meeting.

What practical rules help ensure the meeting stays on track when using an agenda?

Plan realistic time for each topic, start with less complicated items, stick to the agenda unless two-thirds request changes, introduce each topic with the reason it is on the agenda (such as information, discussion, or vote), and close each topic with plans for future action.

Sep 12, 2026

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