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Agendas are essential for smooth meetings Have you attended a meeting where members seemed unprepared for the business items, no one knew what to expect, the chairman was in no hurry to finish any one item of business, or the meeting continued long past the expected ending time? These meeting ailments could be cured by the effective use of an agenda. The agenda. usually drawn up by the chairman, lists step by step the topics to be discussed. It should be posted for all to see or distributed to each member. Thus, the first function of an agenda is to inform everyone what is to be covered during the meeting and in what order. Members can then be prepared for discussion and pertinent questioning, especially if the agenda is sent out in advance. How can you use the agenda to keep a meeting running on time? First, set time limits on each item, High priority items should be allotted the most time. Most important, the agenda in- cludes the time for adjournment. If topics are not covered by the scheduled agenda adjournment time that means there were too many items to begin with or the chairman moved too slowly. End the meeting on time and carry leftover items to the next meeting. This solves one of the most common meeting complaints â€" that business drags on and on. Agendas can be varied from meeting to meeting to prevent mono- tony. For example, hold a lunch at the first instead of at the end of the meeting. In most cases members should also have a chance to add to, change or even adopt the agenda. Settling disagreements 1. Welcome the disagreement. This may be your opportunity to be corrected before you make a serious mistake. 2. Distrust your first instinctive impression. Be careful and keep calm. 3. Control your temper. Remember you can measure the size of a man by what makes him angry. 4. Listen first. Build bridges of understanding not barriers of misunderstanding. . Look for areas of agreement. Think on areas of agreement first. 6. Be honest. Apologize for your mistakes and it will help reduce defensiveness. 7, Promise to think over and carefully study his ideas, He may be right. 8. Thank him for his interest. Anyone who takes the time to disagree may really want to help. 9. Give each other time to think through the problem. Have a meeting when you have thought over both sides of the story. Your opponent may be right! u: