AGENDA WRITING AND

MINUTES OF MEETING
Agenda
 An official list of activities to be taken up (as at
a meeting)
 The agenda is an outline of what the meeting
will address.
 Always prepare an agenda for a meeting, even
if it only an informal list of main topics.
 The agenda should list the attendees, the
meeting time and place, and the topics you
plan to discuss.
Characteristics of good agenda
A meeting agenda should:
1. Be short, simple, and clear.

2. Be informative and practical.

3. Have the date, time and locations of meeting.

4. State which issues will be discussed and in

what order.
5. Be the outline for the meeting minutes.
Contents of agenda
 The following points should be mentioned in
an agenda:
1. Starting time of meeting.
2. Ending time of meeting.
3. Meeting location.
4. Matters to be discussed.
5. Indicate the time each matter is expected to last.
Meeting
 A meeting is a get-together of a group of
persons to discuss ways and means to deal
with a specific time-bound task assigned.
 The members of the group share common
experiences, issues, concerns and interests.
 Meeting are common in organization and serve
as a channel for oral communication among the
members of meeting.
Minutes of meeting
 Minutes are the accurate written records of
meeting.
 It is useful to have a written record of the
meeting, what you’ve decided to do and
who is going to do it.
 Memories are unreliable.
 This is true even if the meeting is very small
and informal.
Order of typing minutes
 Heading-name of group, date, time and place.
 Meeting purpose statement.
 Those who were present in alphabetical order.
 People who were invited.
 Apologies from members who were unable to
attend the meeting.
 Observes
 Reading of the last minute.
 Matter arising from the minutes.
 Any other business.
 Date of next meeting.
 Chairman’s signature.