monday

Preparing an Agenda

An agenda is an important element of a productive meeting. It is a written outline of the planned meeting proceedings and it communicates the topics for discussion. It can also list the people who will lead the discussion or present topics, and the time allotted for each topic. An agenda is usually sent to meeting participants in advance so they can confirm participation or send regrets (apologies for not participating) and prepare for the meeting. The agenda is usually written in point form. All items on the agenda are listed chronologically and relate to the objective of the meeting.

Read the sample agenda below and answer the questions.

MEETING AGENDA

Sunny Grove Elementary School Parent Association

When: Monday, June 15, 7:00 p.m.

Where: Library

Objective: To plan fundraising activities for spring term

1.     Presentation about school activities in need of funding

2.     Brainstorming: fundraising activities

3.     Select most effective fundraising activities: discussion and vote

4.     Set up committees and assign responsibilities

Task 1:

 Now answer the following questions:

1. What type of meeting is the agenda for?

- ad-hoc group meetings

2. Who are the participants?

- parents 

3. What is the purpose of the meeting?

- the purpose is to plan fundraising activities for spring term

4. How long do you think it is going to be?

- I think it is going to be an hour

5. How can the participants prepare for the meeting?

- they need to do some research about school activities. 

- how much money do they need to raise for those activities? 

- which activities will be more effective for children?

Task 2:

Listen to this phone conversation between two managers who decide on a meeting.

1.     Write a memo to the participants of the meeting to inform them about the time and place of the meeting.

2.     Include an agenda with possible items for discussion. 

MEETING AGENDA

Human Resouce

Chair: Ruler, Gena, Raphael

When: Monday,  9:00am-11:00am.

Where: Conference room

Attendees: All new employees 

Agenda Item:

1.    Presentation  about complaint procedures and return policies

2.    Punctuality issue

3.    Sign in procedures

4.    Time management issue

5.     Break and lunch 

6.     Question and Answer