Prepare the agenda and take the minutes

What is going on

The all staff meeting is on Wednesday 23 September at 2:00 pm in learning room 1. Leila Haddad has asked you to prepare the agenda, take the minutes and put every action on the Task Board. The standing items are safety and hazards, actions from the last meeting, bookings and events this month, learner and volunteer news and other business. This month there are two extra items: the seniors morning tea on 22 September and the fridge 2 repair. Leila has also given you a table from the Task Board showing how many actions were closed on time in each of the last three months, 78 percent, 81 percent and 84 percent, and wants it reported at the meeting.

Your brief

Produce a clear agenda and send it out two days before the meeting, take accurate minutes that record decisions and actions with a name and a date, report the actions closed on time figures correctly, update the Task Board and type up the minutes for Leila's approval within two working days.

Work through it

You do not need to do it all. Doing a few of these will show you what the work is like. Your ticks and notes stay on this device.

• Read the Team Meeting Agenda and Minutes Template and list the standing items in order, then add the seniors morning tea and the fridge repair as extra items.
• Type the agenda using the template, add the date, time, place and who is invited, and send it to Leila for checking on Monday 21 September.
• Look at the Task Board and prepare a short list of the actions from the last meeting that are still open, ready to report at the meeting.
• Read the three months of actions closed on time figures from the table, describe in a sentence whether the trend is going up or down, and prepare to say it at the meeting.
• At the meeting, record who is present, who sent apologies, the main points and the decision for each item, and ask the chair to repeat any decision you missed.
• Read the action list aloud at the end of the meeting with a name and a due date for each action, and check everyone agrees.
• Enter every action on the Task Board with the area, owner, due date and priority, and set the status to To do.
• Type up the minutes within two working days, check spelling and names, and send them to Leila to approve, then file the approved minutes in the meetings folder.

What someone in this role would produce

• Agenda sent two days before the meeting
• Completed minutes with decisions and actions
• Task Board entries for every action
• Sentence describing the actions closed on time trend