Agendas What is an Agenda? It is a formal document, sent out before a meeting What does an Agenda tell you? When and where the meeting will be held What items will be discussed in the meeting

How are Agendas set out? “AGENDA” at the top, centred Agenda Swimming Club Committee Meeting What meeting is it? 7:15pm Room 101 When and Where? This is always first. It means “who is not here but has given a good excuse?” 1. Apologies This is always second. It means “Does everyone agree that the notes taken about the last meeting are correct?” 2. Minutes of the last meeting 3. Matters Arising This is always third. It means “Is there anything from the notes of the last meeting that we need to discuss?” 4. ……. 5. ……... This is the main business of the meeting This is last. It means “Is there anything else that wasn’t on the Agenda that we need to discuss?” 6. A.O.B. (Any Other Business)

Some Agendas exam questions 1. Which of the following is not a standard item on an Agenda? A. Matters Arising B. Apologies C. Annual Sales Report D. Any other business X X  X 2. Which of the following is a formal method of communication? A. Phone call B. Email C. Agenda D. Text message X X  X

Minutes of a Meeting What are Minutes ? It is a formal document, sent out after a meeting, summarising the main points that were discussed. What do the Minutes tell you? Who attended the meeting What items were discussed What decisions were made

How are Minutes set out? “Minutes” at the top, centred Minutes Swimming Club Committee Meeting What meeting was it? 7:15pm Room 101 When and Where was it held? 1. Apologies Apologies were received from Mr B. Smith 2. Minutes of the last meeting The minutes of the last meeting were agreed as being correct. These are the notes about what was discussed in the meeting 3. Matters Arising There were no matters arising from the Minutes of the last meeting 4. Club Disco It was agreed to hold the annual disco on Dec 18. Mrs Green to organise it. 5. A.O.B. (Any Other Business) Mr Black reported a complaint from the Sports centre Staff about the untidy state of the changing rooms after Tuesday’s session.

Some Minutes exam questions 1. Which of the following is a formal document sent out after a meeting? A. Agenda B. Apologies C. Minutes D. E-mail X X  X 2. Which of the following is a formal document sent out before a meeting? A. Minutes B. Email C. Agenda D. A.O.B. X X  X