WRITING AGENDA AND MINUTES

                                                

                                      WRITING AGENDA AND MINUTES

What is meeting Agenda?

 

A meeting agenda is a list of topics or activities you want to cover during your meeting. The main purpose of the agenda is to give participants a clear idea or outline of what should happen in the meeting, the points to be discussed in the meeting and for how long the meeting will be held, in short it gives a time frame for what items are to be discussed and provides a clear understanding of a common end goal for the participants. Agendas hold important dates and content, plus they provide guidance and preparations for the meetings.

Besides it keep track of old and new content that are to be discussed.

 

Example of an Agenda 

 

IT Project Team Meeting
Date: 04/08/23 Time: 08:30 am – 10:00 am Meeting Participants: @Mr. Alex, @Mrs. Porter, @Mrs. Corban @Ms. Annie @Mr. Fred @Mr. Jude Meeting’s Purpose: Assess the ongoing IT project
Meeting Agenda: 1. Before the Meeting:
Meeting participants must review necessary documents linked to the IT project and its implementation.
2. Topics for Discussion:
– Introductions and brief pleasantries (5 min)  – Review documents and information related to the IT project (25 min, open to all participants)  – Discuss products and procedures to implement (15 min, Mr. Jude)  – Discuss previously executed and successful IT projects (10 min, @Mr. Fred)  – Present sample equipment and technology for IT (25 min, @Mrs. Corban)  – Exchange ideas and share suggestions for continuous installation of IT systems (10 min)
3. Action Items:
– Create a timeline for achieving results – @Mrs. Porter – Share progress on installation – @Ms. Annie – Make plans and schedule dates and times for the last meeting to finalize the project – @Mr. Alex

 

 

 What are minutes of meeting?

 

Meeting Minutes are a written record of a meeting. They are instant and describe the discussion and decisions of the meeting. Minutes are an important record and should be kept in file. They highlight the key issues that are discussed, things proposed or voted on , and activities to be undertaken. The minutes of meeting are taken by a designated member of a group.

Elements of meeting minutes

• Date and time
• Names of present and absent participants
• Location
• Meeting agenda
• Topics discussed
• List of motions raised, and voting outcomes
• Key takeaways
• Next actionable steps

 

Example of meeting minutes