BUSINESS DEVELOPMENT
THE ACTION AGENDA
The ‘action agenda’ of a meeting is in three main parts. The agenda items to be taken are separated into three categories. The categories are: first – ‘information items’ followed by ‘decision items’ and finally we have the ‘discussion items’.
I really like the time continuum aspect of this sequence. INFORMATION may be old or new but it is usually information about the PAST – right up to the recent or immediate past. On the other hand DECISIONS often need to be taken by people now, in the PRESENT. Finally once we have made our decisions based on good information then we can take time to consider what we might do in the FUTURE. Here are some examples of each category – taken from typical workplace meetings:
Information Items - PAST Information items can include (1) apologies for absence, (2) minutes of the last meeting, (3) progress reports on action points from previous meetings, (4) important updates, plus (5) announcements and notices from other sources. All these are needed so that the meeting can take all the known facts into consideration when it makes a decision or takes action.
Decision Items - PRESENT When the meeting has all the information it needs it can make the decisions it has to make. Decision items can include (1) accepting the minutes of the last meeting as accurate, (2) asking for more information (rather than wasting time with debate or guesswork), (3) deciding to go ahead with a suggestion or (4) deciding against a proposal.
Discussion Items - FUTURE When the people attending the meeting have made all the decisions they need to make (at present) they can turn their attention to what needs to be done in the future. Discussion items might include (1) Suggestions for a Christmas activity, (2) First thoughts on what the organisation needs to do to comply with new legislation coming into force next year, (3) Initial ideas on changing what we offer to keep pace with the latest trends, or (4) discussing how we can take the lead with new offerings to our customers and other stakeholders.
THEIR MEETINGS IMPROVE, THEIR DECISIONS GET BETTER Over many years I have seen ‘action agendas’ repeatedly transform meetings and the effectiveness of organisations. At first people can resist having their contributions ‘moved’ to later in the meeting or to the next meeting. However, they soon learn that with skilful use of the ‘information/decisions/discussion’ sequence their meetings improve, their decisions get better and they even find time to ‘shape the future’ of their organisation.
So good luck with your ‘action agendas’. May you be blessed with success in your workplace meetings.
If you are having problems and frustrations with meetings at work and you would like some advice that is specific to your situation you can get in touch with Frank directly via the contact tab of his personal website:
www.franknewberry.com.
www.windenergynetwork.co.uk
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