1. How to Write an Agenda
An agenda is a written plan showing the order of what is to be discussed or is
to take place at a meeting. This helps you to stick to a plan and by doing this
you will achieve more in your meetings and everyone should be satisfied
An agenda is a written plan showing the order of what is to be discussed or is
to take place at a meeting. This helps you to stick to a plan and by doing this
you will achieve more in your meetings and everyone should be satisfied
 The agenda is usually prepared by the Secretary and Chairperson
 ƒ Informal groups can use a whiteboard to write out their agenda
 ƒ When preparing a written agenda include the location and
commencement time of the meeting. Include the anticipated closing
time
 ƒ Use descriptive headings, indicating what is to be discussed with each
item. No issue should be raised without a recommended course of
action as this will assist the committee to think about solutions
 ƒ Ensure a logical flow from one item to the next. A review of the
previous meeting’s agenda can ensure continuity and follow up. If an
item was previously under ‘Other Business’ , in a subsequent meeting
it will be listed under ‘Business Arising’ on the agenda.
 Intersperse difficult items with quick, simple or pleasant tasks. Don’t
leave important decisions until last
 No agenda item should take longer than 20 minutes. If it looks like
going over this time then either defer until later in the meeting or take

2. a shortbreak. If you do have a break always adjourn the meeting. The
optimum time for a meeting is two hours or less.
 Identify persons responsible for items or information. Note their
initials in brackets and notify them of their part in the meeting and any
follow up required.
 ƒ Send the agenda several days prior to the meeting with any
additionalbackground notes to assist decision making. This helps the
meetingmove faster.
 ƒ Leave space for notes against each item

3. Notice:
Introduction to Notice writing
A notice is written by an individual, a group, an organization
or a body to draw the attention of the readers to a certain issue
that needs immediate attention or active participation.
Points to remember
* Notice to be within a box.
* All the relevant details to be given.
* A captivating heading needed.
* The name and the designation of the writer to be given at the
end.
* Adhere to the word limit
Sample Notice writing
Put up a notice on the school bulletin board, asking the
Group Captains and the Vice-captains to meet at the
auditorium to
discuss about the Athletic Meet of the year with the Principal
and
the Vice-Principal. You are George Page, the College
Prefect.(50
words)

4. Sample
GREYFIELD PUBLIC COLLEGE
NOTICE
12th November, 2009
ATTENTION! GROUP CAPTAINS AND VICE-CAPTAINS
The Group captains and vice-captains have to assemble in
the auditorium at 3 p. m. today for a discussion on the Annual
Athletic Meet of the year with the Principal and the Vice-
Principal.
For further enquiries contact the undersigned.
Jigar Mehata
College Prefect
Standard Sample
SAMPLE MEETING NOTICE
The _________________ [Name of Governing Body] of the
_________________
[Name of Public Entity] (hereafter referred to as "governing
body")
will be holding a(n)
__________ [regular, special, or emergency] meeting on
_______
[Date] at ________
[Time]. The meeting will be held in the _________ room
at_________________________ [Location of the Meeting]. In
the
event that any or all any or all of the members of the governing
body participate in the meeting by telephone or video, a
speakerphone or monitor will be available at the location noted
above.

5. At the time this notice is being prepared, the governing body
expects the agenda of its meeting to include the following
topics:
[Include all topics the governing body expects to discuss. Also
include the topics to be discussed during, and the legal
authority for
holding, any anticipated executive sessions.]
1.
2.
3.
4.
5.
Where noted, the discussion of some of the above topics
may be held in executive session rather than during the portion
of
the meeting which is open to the public. If this is a regular
meeting,
additional topics may be discussed. If this is a special or
emergency meeting, the governing body's discussion will be
limited
to the topics and executive sessions listed above.
Date of Notice: ___________
Name of Person Preparing Notice:
_____________________

6. Example
University of Pune
Ganeshkhind, Pune 411007 Graphic Address:
“UNIPUNA”
Phone No.s : 020 - 25691341, 25601206 25601218
Ref. : Exam. Co.ord. /1683 Date 07.12.2009
The Principals,
All affiliated colleges of Engineering,
Sir/Madam,
I am to inform you that F.E. On Line examination for the
subject
‘Fundamentals of programming languages’ will be held
between 6th
January 2010 and 10th January 2010.The detail
schedule will be
uploaded shortly on University website
‘www.unipune.ernet.in’.
You are requested to communicate the same to the
concerned
Students, Teachers and all the other concerned.
Thanking You,
Yours Faithfully,
Dy.Registrar
Exam-Co-ordination
Notice and Agenda

7. Minutes
 Minutes keep members of the group who weren’t able to attend a
meeting informed about what went on.
 The most important thing is to write the minutes up quickly. Don’t put
the job off for weeks - it makes a huge difference if the meeting is still
fresh in your mind.
Types
 1. Verbatim
 2. Resolution
 3. Narration
1. Verbatim
Court reporting. Word for word
2. Resolution
Main conclusion that is reached at
Not discussion
for AGMs and Statutory meetings
Note exact wording of any resolution passed
3. Narration
Concise summary of all the discussion
Past tense and reporting speech
Dr. Riaz emphasized on facilitating the students

8. The order for typing minutes is
 Heading - name of group, date, time and place
 Meeting purpose Statement
 Those who were present in alphabetical order
(preferably)
 People who were invited
 Apologies from members who were unable to
attend the meeting
 Observers
 Reading of the last minutes
 Matters arising from the minutes
 Reports and general matters
 Any other business
 Date of next meeting
 Chairman's signature