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CHAPTER 4
organization and planning. Typical documents may include:
➢ An agenda, which lists the topics to be discussed during the meeting
➢ Minutes, which are the written record of the official business of a
meeting
➢ A list of follow-up items or reminders of tasks to do following the
Meeting
2. Before, during, and after a formal meeting, you may need to prepare an agenda,
take minutes, prepare and distribute minutes, and note follow-up items, as well as
take notes.
BEFORE THE MEETING
1. The following suggestion will be helpful to you in your planning for meeting:
Establish a meeting • Create a meeting folder and electronic folder on
folder your computer to store documents related to a
meeting, including attendees list, agenda, notes,
and materials to be distributed.
Determine a meeting • Meetings can be scheduled or suggested by the
time organizer.
• It's crucial to contact participants with suggested
times and ask if one is convenient.
• This is especially important for longer-term
meetings involving clients or others such as
conferences or quarterly sales meeting.
• If asked to help plan a meeting, prepare materials
and ensure follow-up actions are documented and
carried out.
Reserve a meeting • When you know the date, time, and location of the
room meeting, check to see if the desired meeting room
and time are available.
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