Is an agenda created, constructed, put (or slung) together, compiled, cooked up, agreed or imposed? And does it matter?

A well constructed agenda can form the foundation of a smooth, well-ordered governors’ meeting and, in turn, an equally good set of minutes. So it is worth taking a little trouble over it.

The agenda has some legal force - certain items, such as annual elections of chair and vice-chair and co-options must be included on the agenda and it must reach governors seven days before the meeting.

The agenda, or lack of it, lateness or omissions in it, can prevent a meeting or item from being legal. Ideally, the agenda is agreed between the chair, clerk and head in good time before the meeting, and members will be aware of the time-scale and mechanism for requesting that an item be included.

It will be tailored to the needs of the school and the governing body, and most certainly not be imposed by the local education authority.

The six main ingredients of a good agenda are:

* Sensible order

Start with the standard items of apologies, minutes, and matters arising. Put reports from committees and the head somewhere in the middle, and any other business and dates for future meetings at the end. Other items should be spread throughout, with heavyweight issues earlier and similar items grouped together.

* Guidance

Phrases such as to agree, adopt, consider, review, receive, or discuss all explain the purpose of the item in question.

* Information

Noting whether a document is attached or has been previously circulated, will follow or will be needed helps governors to have the right papers to hand. Welcoming new governors by name on the agenda is a good way to introduce them.

* Flexibility

If one issue is likely to affect many other agenda items, make sure it is dealt with early in the meeting even if it means changing the agenda. It saves time in the long run to have the full story at the beginning.

* Clarity

Avoid duplication between the head’s and committees’ reports by agreeing who will report on what and note it on the agenda.

* A good numbering system

This helps the minute-taker and the minutes. A long agenda does not necessarily mean a long meeting - provided it is clear which items are to be brief. This can be achieved by immediate referral to a committee; receiving reports without discussion, or formal adoption of policies on the recommendation of a committee (provided all governors have seen the documents).

If meetings regularly over-run, it may be helpful to set a timed agenda, or indicate what point you should be at after each 30 minutes.

An item on “governing body issues” towards the end can be invaluable in reminding governors about governor vacancies, training, visits and special events. A note at the end of the agenda inviting governors to inform the chair or clerk before the meeting of any items for “any other business” can help prevent people explaining them in complete detail during the meeting itself. A list of future agenda items can be a useful guide to the next meeting.

Introducing a little creativity into designing an agenda may seem over the top, but in practical terms it can save time, improve the meeting and give governors greater confidence in their understanding of the event.

Diana Penton is a governor, clerk to a number of governing bodies, and honorable secretary of the National Association of Governors and Managers.