Office Administration & Digital Productivity · Beginner level

Beginner level · Module 4: Meeting Coordination and Minutes · Lesson 1 of 3

Preparing Meetings

Plan agendas, papers and logistics so meetings achieve their purpose.

In this lesson you will

  • Write a purposeful agenda
  • Prepare papers and logistics in time

Key concepts

agendameeting paperslogisticstimings

The lesson

An agenda states the meeting's purpose and lists items with owners, timings and whether each is for information, discussion or decision.

Circulate the agenda and papers at least two working days ahead so people come prepared.

Confirm the room or link, equipment, refreshments and attendance, and prepare an attendance list.

Step by step

  1. Agree the purpose with the chair.
  2. Draft the agenda with owners and timings.
  3. Collect and circulate papers.
  4. Confirm logistics.
Workflow

The meeting cycle from request to completed actions

Who does what before, during and after a management meeting.

  1. Agree purpose and date

    Confirm the purpose, attendees and date with the chair; book the room or video link.

    administrator and chair

  2. Agenda and papers

    Collect items with owners and timings; circulate agenda and papers two working days ahead.

    administrator

  3. Hold the meeting

    Record attendance, decisions and actions with owners and deadlines.

    chair and minute-taker

  4. Approve and circulate minutes

    Send draft minutes to the chair within two days, then circulate the approved version.

    administrator and chair

  5. Track actions

    Update the action tracker, send reminders before deadlines and report status at the next meeting.

    administrator

The action tracker opens the next meeting, so unfinished actions are not forgotten.

Why it works

The administrator owns the process; the chair owns the decisions.

Practice activity

Prepare the agenda and papers for the practice meeting.

Expected result: A clear agenda circulated on time with papers attached.

Check your understanding

  1. What three purposes can an agenda item have?

    Show answer

    Information, discussion or decision.

  2. When should papers be circulated?

    Show answer

    At least two working days before the meeting.

Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.