Pr.

Majdi

Managing a meeting worksheet

Dear all
Thanks to everyone who came to our first meeting yesterday. I think it was an incredibly
productive meeting, and your contributions and ideas were extremely valuable.
As promised, I’m attaching the meeting minutes. Please check them carefully, especially
the list of Action Points at the end, to make sure I have recorded everything correctly, and
let me know if I need to correct anything. I’ll email people individually about specific
Action Points.
As we discussed, our next meeting will be on 20 th March from 15.00 to 16.00. I’ll be in
touch closer to that date with an agenda for that meeting.
Thanks again for all your support.
All the best.
Maria Fott, Project Co-ordinator

Dear all
As you may know, we are developing a major new project, Project Z. I am attaching a short
summary of the project for your information.
In order for the project to be a success, we need to get input and support from as many
departments as possible. With this in mind, I’d like to set up a Project Team, including at
least one member from each department, to meet once a month to discuss the project.
I realise this is a busy time of year for many departments, but I’d like to stress that this
project is of vital importance to the future growth of our organisation. There is no work
involved for team members, apart from reading project documentation, attending the
monthly team meetings, offering ideas and helping us to identify and solve potential
problems.
I believe membership of the team will also be beneficial for individual members, as they
will gain a better understanding of this project and, more generally, the way the
organisation works as a whole. Members will also gain invaluable experience of project
management. Also, as the meetings will be conducted in English, it will be a good chance
for team members to develop their communication skills in English.
So, could I ask each of you to nominate one or two suitable people from your department to
be on the team? Please could you get back to me by the end of this
week with your nominations?
Many thanks and best regards
Maria Fott, Project Co-ordinator

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Agenda
Date: 21st February
Time: 14.30 – 15.30
Location: Small conference room
1. Presentation: Background to the project, aims, scope
2. Questions and answers
3. Brainstorming: ideas for the launch event
4. Action points
5. Schedule for next month’s meeting
6. AOB

Dear all
First of all, welcome to the Project Z Team. I’m very excited about this project, and
I’m convinced that with your support and ideas, we can make it a tremendous success. I’m
attaching some background documents so you can familiarise yourself with the project aims
and scope.
I’d like to organise the first meeting some time next week, as early as possible (preferably
on Monday or Tuesday). Could I therefore ask you to let me know your availability for next
week, so I can find a time that suits most people? The first meeting should last no more
than one hour. Please email me with your availability,
ideally today (Monday) or tomorrow morning at the latest.
Thanks a lot
Maria Fott, Project Co-ordinator

Dear all
Thanks to everyone who sent me their availability. Based on the information I received, I’d
like to invite you to our first meeting on Tuesday 21stFebruary from 14.30 to 15.30 in the
small conference room. Coffee and biscuits will be provided.
I’m attaching an agenda. Please make sure you have read the agenda carefully before the
meeting, as well as the briefing documents that I sent on Monday (attached again for your
reference).
Thanks a lot and see you on Tuesday.
Maria Fott, Project Co-ordinator

Sample of an agenda

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 Park Tiger Team Kick-off Meeting
20/02/2020
1 pm until 2 pm
Nelson Hall, Conference Room
22210
Meeting called by: Kim and Type of Team Project Planning
Angela meeting: Meeting
Facilitator: Angela Note Kim
taker:
Timekeeper: Kim

Purpose of Meeting:
This meeting is to introduce all team members, to better define the purpose of our team and to
begin our work by generating ideas and assigning roles and responsibilities.

Meeting Objectives:
By the end of this meeting, we will have:
1. Met all members of our team.
2. Developed a formal definition of our project.
3. Generated 10 viable ideas for our initial team efforts.
4. Assigned roles and research topics to all team members.

Members of the Park Tiger Team (Kim, Angela, David,

Attendees:
Mark, Gerry and Tony)
Please read: The charter for the formation of our group, location:
http://www.ncsu.edu/parktigers.htm
Please bring: Notepaper and Pen or Pencil

Agenda
Introduction of Team Members Kim 5 minutes
Team Purpose Definition Angela 15 minutes
Idea Brainstorm and Idea Selection Angela 30 minutes
Assigning Ideas for Research to Team Kim 10 minutes
Additional Information

Decision- Team decisions will be made by consensus. If the team

making cannot reach a decision in this way, Kim will have the
responsibility of making decisions on behalf of the team.
Assigning We will first ask for volunteers to research each of the
Roles ideas we generate in this meeting. Kim will delegate
topics if time is short or no one volunteers to research a
particular idea.

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Practice
In a group, plan a large meeting involving people from several departments.
First, decide what your meeting will be about. You can use these ideas to help
you:
 What is your organisation? What do you make / do?
 What is your role in the organisation?
 Is the meeting about something that is going to happen (e.g. a new
project or a procedure) or something that has happened (e.g. an
accident, a failure)? Be as specific as possible.
 Is it a one-off meeting or the first of a series?
 How long do you expect the meeting will last?
 Who are you going to invite? Why do you want them to come?
 How can you persuade people to come to your meeting?
When you have a strong idea about the purpose of your meeting, write as
much or as little as you think necessary to set up your meeting.

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 Formal Minutes Template
MINUTES OF THE [INSERT NAME] BOARD OF DIRECTORS
Date, Location, Time
PRESENT:
BOARD MEMBERS STAFF MEMBERS:
[Insert name], Chair [Insert name] – Chief Executive Officer
[Insert name] [Insert name], Recorder
[Insert name] REGRETS:
[Insert name] [Insert name]
[Insert name] ABSENTS:
[Insert name] [Insert name]
GUESTS:
Director of Finance (for Finance portion
only)
Alumni Chair (for Alumni Report only)
The meeting was called to order (or convened) at 9:30 a.m.
1. Approval of Agenda.
MOTION # 01-06-21: That the Board accepts the Agenda for the meeting of June 28, 2021,
as presented.
Moved: [Insert name]
Seconded: [Insert name]

2. Approval of Minutes
MOTION # 02-06-21: That the Board accepts the Minutes of the meeting of March 4, 2021,
as presented.
Moved: [Insert name]
Seconded: [Insert name]

3. Any Other Business

4. Adjournment
Ex: There has being no further business, the meeting was adjourned at approximately 2 p.m.

NOTES APPROVED BY:

_________________________________ ________________________________

[Name], Chair [Name], Corporate Assistant/ Note Taker