Question

  Outline five important items (ie. think about 5 w’s (who, what, where, when, why)) you should be including in a meeting agenda for a participatory meeting. You can imagine you are creating a meeting agenda for a community you are a member of, for example, your school, a social or sports club, a team, your family, etc.

Answer 1

To conduct a meeting successfully, it must have a good agenda. Thinking that I am a member of a work team, I have planned an agenda for meeting following 5 items in its list to make it successful.

1. Why: A meeting goal has to be defined by asking a question 'Why a meeting has to be conducted now?'. This specifies the goal to be reached by the end of the meeting. This is to analyse and mention the purpose of the meeting and the hoping decision of the outcome by the time, we team members end the meeting.

2. What: Once purpose of the meeting is identified, the next question to ask is "What I have to discuss in the meeting?". A list of topics which needs to be discussed have to be prepared first, to achieve the goal of the meeting, and also time required to cover the topic has to be planned.

3. Who: Next question to ask oneself is" Who need to attend the meeting?". It is very much needed to invite the relevant participants to turn out the meeting to be productive and also to make it effective by making them to contribute their ideas effectively in the meeting for achieving the set goal of it.

4. Where: Later, I need to ask "Where to conduct the meeting?". The meeting place has to be planned in such a way that it has to be accessible to the members and it has to be cost effective. This can encourage 100% participation of the meeting members without fail. If it is an online meeting, the meeting links have to be emailed to team members and has to get acknowledge by them, having no problem to open the link and to attend the meeting.

5. When: The question to be asked is "When to attend the meeting?". The date and time of the meeting has to be clearly communicated to the team members to ensure good number of members participation and to achieve goal of the meeting. Reminders also need to be sent to them prior to the time and date of the meeting, so that no one will miss attending the meeting.

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