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?

   It is a written outline of the planned meeting proceedings and it communicates the fundraising activities for spring term.

2. Who are the participants?

   Parents and Teachers.

3. What is the purpose of the meeting?

   To fundraising activities for spring term

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

   I think that it is usually from one to two hour.

5. How can the participants prepare for the meeting?

   Brainstorming for fundraising activities.

Task 2:

Create a dialogue between two managers who decide on a meeting to discuss some issues and concerns at work with the new employees. Use your imagination and come up with some problems that need to be discussed in the meeting. Make sure to use some of the expressions we have just learned. Then, write a memo to the participants of the meeting to inform them about the time and place of the meeting. Include an agenda with possible items for discussion.

Group No.3

Memo

To: All new employees

From: Production manager, Sales manager and HR

Date:  8th September 2015 

Subject: Improving the quality of products

We are calling a meeting to discuss the quality of products with our new employees

MEETING AGENDA

When: Tuesday, Sept.8 2015,  15:00~18:00.

Where: Meeting room on first floor.

Objective: Improving the quality of products

1.     the quality of products

2.  Process and operating skill training;

3.     Rules and standards training.