Agenda and Minutes of a Meeting

What is an Agenda?

An agenda is a formal list of topics to be discussed at a meeting. It helps keep the discussion organised and ensures that all important matters are addressed.

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Key Features of an Agenda:

✔ Clear structure – Lists the order of topics for discussion.

✔ Date, time, and venue – Specifies when and where the meeting will take place.

✔ Chairperson's name – Identifies the person leading the meeting.

✔ List of attendees – Includes people expected to be present.

✔ Topics with time allocation – Assigns time limits for each item.

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Structure of an Agenda

1. Heading

• Title: Agenda for [Meeting Name]
• Date, time, and venue of the meeting

2. Welcome and Attendance

• List of attendees and apologies for absentees.

3. Previous Meeting Minutes

• Reading and approval of minutes from the last meeting.

4. Items for Discussion

• Each agenda item is listed in order, often with a time limit.
• Example: Budget Review – 10 minutes

5. General Matters

• Any additional topics raised by members.

6. Closing

• Summary of decisions and next meeting details.

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What are the Minutes of a Meeting?

Minutes are written records of what was discussed and decided during a meeting. They serve as an official record for future reference.

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Key Features of Minutes:

✔ Accurate and objective – Records discussions without bias.

✔ Formal structure – Follows the agenda format.

✔ Names of attendees – Lists who were present.

✔ Summarised decisions – Includes resolutions and assigned tasks.

✔ Signature of the secretary – Authenticates the document.

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Structure of Minutes of a Meeting

1. Heading

• Title: Minutes of [Meeting Name]
• Date, time, and venue of the meeting

2. Attendance

• List of attendees and absentees.

3. Approval of Previous Minutes

• Confirmation or corrections to past minutes.

4. Discussion Items

• Summary of each agenda item and key points discussed.
• Decisions made and actions assigned.

5. General Matters

• Additional points were raised and discussed.

6. Closing

• Summary of decisions and next meeting details.
• Signature of the secretary.

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Steps to Writing an Agenda and Minutes

Step 1: Plan the Agenda

• Identify key discussion points.
• Assign time limits for each item.

Step 2: Write the Agenda

• Format the document clearly.
• Distribute it before the meeting.

Step 3: Take Notes During the Meeting

• Record key points, decisions, and action items.

Step 4: Write the Minutes

• Use a formal tone and concise language.
• Ensure all decisions and actions are recorded.

Step 5: Finalise and Distribute

• Proofread for accuracy.
• Share with relevant stakeholders.

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Example Agenda and Minutes

Sample Agenda

Agenda for School Committee Meeting

• Date: 15 March 2024
• Time: 10:00 AM
• Venue: School Hall

1. Welcome and Attendance
2. Approval of Previous Minutes
3. School Budget Review
4. Upcoming Events Planning
5. General Matters
6. Closing

Sample Minutes

Minutes of School Committee Meeting

• Date: 15 March 2024
• Time: 10:00 AM
• Venue: School Hall

7. Welcome and Attendance – Meeting opened by Chairperson.
8. Approval of Previous Minutes – Minutes approved with no changes.
9. School Budget Review – Discussed and approved new allocations.
10. Upcoming Events Planning – Confirmed dates for sports day and fundraiser.
11. General Matters – Addressed concerns about school maintenance.
12. Closing – The next meeting is set for 20 April 2024.

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Checklist for an Effective Agenda and Minutes

✔ Does the agenda include all key discussion points?

✔ Are the minutes clear, concise, and accurate?

✔ Do the minutes reflect key decisions and assigned actions?

✔ Are grammar, punctuation, and formatting correct?

✔ Is the document properly structured and easy to read?

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Tip: Keep your minutes factual and concise while ensuring all key decisions are recorded!