1. New executive orientation
Making best use of board agendas
Mark Bowden, M.P.A., c.m.b.e.
Iowa board of medicine
NOVEMBER 5, 2015

2. New executive orientation
WHY HAVE AN AGENDA?
Lawful requirement
Set the right tone
Identify topics for discussion or action
Keep everyone focused
Eliminate excuses
Lawful requirement: State laws on meetings of government agencies require timely notice to the public as well a listing of items to be considered for official action or discussion.
- Agenda is a list of individual items with must be acted upon or processed that are presented in the order in which they are to be dealt with,
Set The Right Tone: Agendas let Board members, staff, stakeholders and the public know that there’s a legitimate purpose for meeting, with specific issues to be discussed and outcomes to be achieved. It conveys your interest in getting down to business and not wasting time.
Identify Topics For Discussion: Agendas let attendees know what issues are going to be discussed. They also eliminate guesswork as to whether or not a particular issue is going to be discussed.
Keep Everyone Focused: Meeting agendas can focus participants in ways that verbal guidance cannot. Participants have a written reminder of what needs to be accomplished during the meeting, allowing them to help drive each discussion toward conclusion.
Eliminate Excuses: Agendas eliminate excuses that participants aren’t ready to discuss a subject because they didn’t know it was going to be brought up. Participants are put on notice of exactly what they need to prepare, saving time and eliminating embarrassment.

3. New executive orientation
AN AGENDA ENSURES:
Openness
Teamwork
Engagement
Communication
Accountability
The difference between meetings with and without agendas can mean chaos, ruffled feathers and very few accomplishments. An agenda communicates to attendees that the meeting will be conducted in an orderly fashion and that productivity is the goal. Businesses hold meetings to get things done, share information, develop plans, document progress, provide clarity and make decisions. An agenda can ensure that the meeting stays on track and that special projects and routine operations proceed as intended. An agenda can help a group of employees function as an effective team.
- Agenda is a list of individual items with must be acted upon or processed that are presented in the order in which they are to be dealt with, beginning with the call to order and ending with adjournment.

4. New executive orientation
BUILDING AN AGENDA:
Be mindful of format and time
Follow laws and rules
Consult with board staff, chair, counsel

5. New executive orientation
BUILDING AN AGENDA:
Review minutes
Revisit any media coverage
Affirm attendance
Anticipate!
Anticipate

6. New executive orientation
HOW TO BUILD AN AGENDA:
Consider the flow of meetings, when public is present, when sessions are closed
Sequence is everything!
The agenda should be prepared for each meeting of the board to ensure that board business is dealt with in an orderly and expedient manner.
As a courtesy to the public, hold presentations/delegations at the beginning of the meeting.
Arrange topics

7. New executive orientation
Hold presentations at beginning of meeting
Arrange topics in sections
Confidential items are normally left until end of meeting

8. New executive orientation
MAKE IT MEANINGFUL
Check technology
Double-check documents
Educate board members and the public

9. New executive orientation
GETTING THE WORD OUT
Brief staff
Distribute agenda, corresponding documents
Meet with stakeholders
Meet with news media
Advise government contacts
He/She who creates the agenda, almost always controls the meeting.
After the meeting. Just because the meeting ends doesn't mean your job is over. Often it is just getting started. Make sure you follow-up

10. New executive orientation
BOARD MATERIALS
Most boards use an electronic format to distribute materials to board members
Online format affords convenience, privacy, instant access and cost savings

11. New executive orientation
WRAP-UP
Agenda samples
Questions
Comments
Mark Bowden, M.P.A., c.m.b.e.
Iowa board of medicine
NOVEMBER 5, 2015

12. BONUS INFO!