The leader of the meeting shall include basic meeting details, such as date, time, and location or link.

The opening item of the agenda can simply be an introductory statement in which the meeting leader communicates the purpose of the meeting and introduces their credentials. Many individuals also use this time to allow for a grace period (anywhere from 5 to 10 minutes) for any late arrivals.

All attendees and absentees of the meeting can be listed after taking attendance and going through the standard roll call.

The agenda should be distributed among all the attendees. After all the parties review items on the docket, the meeting leader can seek approval from attendees to proceed with the agenda in its current form. Note that approval of the agenda may only apply to certain organizations or boards. If approval is not required, the meeting leader can simply use this slot to introduce the agenda by overviewing the items.

The individual in charge of distributing meeting minutes, usually a secretary, seeks approval from the attendees for the prior meeting’s minutes. Members of the meeting shall approve the minutes based on the accurate description of previous discussions. Again, note that the distribution of meeting minutes may only apply to certain organizations or boards. Feel free to omit this item from the agenda at the discretion of the meeting lead.

Before diving into the new strategy plan, it is worth reviewing prior strategies/plans and the results they have yielded since being implemented. Many meeting leads address the most positive and negative results of those previous strategies, detailing key takeaways along the way. Unfinished business from prior projects can also be resolved during this allocated time on the agenda.

This item on the agenda should be the primary focus of the meeting and have the most minutes dedicated to its discussion. Here, the meeting leader will present a new or revised strategy for all attendees. The plan of action should be explained in a thorough yet effective manner; visual elements alongside a prepared speech can help better communicate the upcoming strategies.

It is essential to open the floor for questions and related comments given the new strategies being discussed. An effective way to do this entails each attendee chiming in with their input on the matters in question. Having this item on the agenda will encourage attendees to reserve their questions until the allocated time for open discussion.

Lastly, the individual in charge will conclude the meeting when all items have been discussed or at the set end time. The authorized person can approve meeting minutes upon adjournment, if applicable.