Best practices for setting clear goals, prioritizing agenda items, and keeping meetings focused.
Meetings of Church boards, such as Trustees, Sessions, Vestries, Committees, and Commissions play a crucial role in guiding the vision, mission, and practical needs of the congregation. Yet, without a well-prepared agenda, these meetings can easily become unproductive, veering off track or running long without meaningful outcomes. A clear, purpose-driven agenda can transform a board meeting into a space of collaboration, clarity, and progress. Here’s how to prepare an effective meeting agenda that sets up your church board for success.
In the church where I serve as Clerk of Session, our stated meetings are monthly. In order to streamline my monthly preparations, I follow a consistent schedule to prepare the agenda.
1. I share the agenda template with the Moderator (pastor) and Executive Director 3 weeks before the scheduled meeting.
Sharing the agenda template prior to the meeting allows all of us to add items to the agenda as they come up during the month. As I prepare the agenda, I review the minutes from the previous month and add any "old business" that needs to be carried forward to the new agenda. This acts as a subtle reminder to the Moderator and Executive Director of any actions that have not been closed from the last meeting that may need their attention.
I also add known "regularly scheduled" items, such as the membership report, other "clerk's correspondence" details, and requests from Members of the Session for addition and consideration by the Moderator.
2. Be clear about the goal outcome of each agenda item in the agenda.
Is the goal to provide a report of status to the board? To make a decision? Or to discuss and brainstorm options?
Describing the goal outcome in the agenda can help keep the agenda on track and discussions on topic.
- If the objective of an agenda item is to make a decision on work from a committee, consider including the Motion from the committee in the agenda.
- For reports - include a description of the item, that indicates the board will receive a report from the director or committee giving the report, followed by questions.
- For discussions and thought partnership agenda items - provide attachments and a description of the problem you are trying to solve and how you desire the group to assist in discussion. Consider setting aside a Called meeting for working discussions so that the meeting can be facilitated for that purpose.
3. Set a clear deadline for all agenda items to be submitted
I ask that anyone requesting and agenda make their request by 1 week prior to the meeting, so that I can finalize the agenda 4 days prior to the meeting. If they have attachments or reports, I ask that those be submitted by the Wednesday prior to a Monday meeting.
As a volunteer officer, it helps me to establish a rhythm where I can schedule time to work on the agenda, without last minute requests "dribbling" in.
4. Once the agenda is set, distribute it to the board.
I like to send the agenda for a Monday meeting by the preceding Friday and am working on giving even more lead time. Our rules of operation require a 24-hour notice, but I believe that if I can give more notice, we will have a more informed and thus, more efficient meeting.
I compile the agenda and all attachments into a single packet, so that members only have one document to review.
- Because board meetings often contain sensitive or confidential data, I don't send the packet out via email. I instead we send a notice that the packet is available in our online portal, which helps maintain security around the document because they aren't floating around in insecure emails.
Orderly Meetings is currently VERY close to fully supporting the ability for Secretaries and Clerks to manage this entire process securely and simply on the Orderly Meetings platform. Soon, you'll be able to:
- Create and share your agenda with other leaders in the app quickly and easily.
- Format your agenda with sections and items
- Attach files to your agenda
- Control which attachments to include in your packet(s) depending on where you are sending your packets and whether you want specific items or attachments to be included in the packet.
- Share the current, most up to date version of your agenda with Members of the board in a click.
We're working hard to further enhance functionality with a slew of other features. Sign up for our Waitlist and get information on demos and beta team opportunities below.
