The Meeting Agenda tells everyone what they can expect from a meeting. We use it every time we meet.

What do we need?

Who do we need?

  • Facilitator – Before we gather, the Facilitator updates and shares the Meeting Agenda Template. During the meeting, they help the group follow the steps in order.
  • Recorder – During the meeting, the Recorder takes notes. They share the notes during or after the meeting, as needed.
  • Participants – Before we gather, the Participants prepare for the meeting. This includes reviewing the Meeting Agenda and following through on commitments. During the meeting, they talk about each agenda item.
  • Advocates – Advocates suggest proposals, commitments, or agenda topics. They can suggest things before, during, or after the meeting.

How do we do it?

Before we gather –

  1. The Facilitator updates the Meeting Agenda Template and sends it to the Participants.
  2. The Participants prepare for the meeting. This includes reviewing the Meeting Agenda and following through on commitments.

While we meet –

  1. The Facilitator starts the meeting on time.
  2. The Facilitator helps the group follow each step of the Meeting Agenda.

  3. Shared Purpose:

    1. A Participant reads the Common Agenda.

  4. Create the Agenda Pool:

    1. The Facilitator shares the Waiting Pool.
    2. Advocates suggest new agenda topics. When suggesting a topic, the Advocate includes the purpose of talking about it.
    3. For each topic, the Participants talk about what we need to achieve its purpose. Then, we decide if we have those things.
    4. If we have what we need, the Facilitator adds the topic to the Agenda Pool. If we do not have what we need, the Facilitator returns the topic to the Waiting Pool.

  5. Rank the Agenda Pool:

    1. The Facilitator shares the Agenda Pool.
    2. The Facilitator gives each Participant an Agenda Ranking Tool.
    3. Participants rank each topic in the Agenda Pool. Rankings go from “most important that we talk about today” to “least important that we talk about today.”
    4. Participants give their completed Agenda Ranking Tools to the Facilitator.
    5. The Facilitator compiles the results. They put the topics in order from “most important” to “least important.” They complete this task while the Participants build relationships.

  6. Build Relationships:

    1. The Facilitator suggests a topic.
    2. The Participants talk about the topic in small groups. If the meeting is virtual, each group has a Break-Out Room.
    3. While the Participants talk, the Facilitator ranks the Agenda Pool.
    4. After 5 minutes, the Facilitator ends the activity.

  7. Review Today’s Agenda:

    1. The Facilitator shares the ranked Agenda Pool.

  8. Agenda Pool:

    1. The Facilitator introduces each topic from the ranked Agenda Pool.
    2. Participants talk about each topic. For new topics, we use the Design Icebreaker. For planning topics, we use Catalytic Thinking. For ongoing commitments, we use the Commitment Check-In.
    3. Advocates can suggest proposals, commitments, or new topics at any time. Participants decide on proposals using Formal Consensus or Informal Consensus. The Facilitator adds new topics to the Waiting Pool.
    4. We may not talk about all topics in the Agenda Pool.

  9. Emerging Issues:

    1. Advocates suggest new topics for our next meeting. When suggesting a new topic, the Advocate includes the purpose of talking about it.
    2. For each topic, Participants talk about what we need to achieve its purpose.
    3. The Facilitator adds all topics to the Waiting Pool.

  10. New Commitments:

    1. The Facilitator shares new commitments made during the meeting.

  11. The Facilitator ends the meeting on time.

After we meet –

  1. The Recorder shares the notes with Participants after the meeting.

A note on Ongoing Commitments – This is a list of commitments we have not finished. We talk about commitments when they relate to agenda topics. We may not talk about all commitments each meeting.

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