WILLIAM PITCHER COLLEGE

COURSE: ACS

COURSE CODE: ACS

TOPIC: Wring for committee meetings, preparations, notice and agenda

CLASS: 1G

GROUP MEMBERS: Bandile Ndlangamandla 242629

Phathizwe Mamba 242626

Kwanele Simelane 242633

Mgidvo Mavuso 242627

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Introduction
In this presentation we are going to discuss about writing for committee meeting, preparation for
meetings, notice, and agenda.

Writing for committee meeting

When writing for committee meeting, we use a report. A committee report is a document that
details the findings and recommendations on a particular issue discussed by a board committee.
Its serve as guide to summarize the committee’s findings and recommendations. There are
several types of committee reports, including reports on the routine matters affecting a
committee’s operations such as a request for a deadline extension or consent to travel, reports
following the completion of an inquiry, or a report on the implementation of a new idea.

How to write a committee report?

1. Take detailed notes during the meeting: Taking meeting notes helps you
understand the topic under discussion and makes it easier to recall the details later.
Therefore, note the date, time, present committee members, their titles, and the length
of the meeting. Additionally, list the agenda and any topics the committee postponed
from the previous meeting. Take note of the members who concurred, those who
dissented, and any other crucial issues discussed in the meeting. If the committee still
needs to agree on a particular topic and postpone discussion, note the issue and when
it’s scheduled for discussion.
2. Commit to brevity: An effective committee report should be concise and clear, only
detailing the most crucial information. Use simple language and logically structure
your points for easy understanding. Make any necessary changes to the document
before drafting. The conclusive meeting report. Moreover, ensure the document is
free of grammatical errors and compare it to your meeting notes before presenting it
to the steering committee.

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 3. Outline action items: Make sure to specify the action items and any
recommendations the committee makes, including the number of members who
concurred versus those who dissented. Do the same for each item on the agenda.
Depending on the committee and the reason for the meeting, you may be required to
add supporting information, such as statistics, data, and other insights to back up the
claims listed in the report.
4. Proofread the report: It helps you to identify any errors or areas that need
clarification. You can proofread the document yourself or ask another member of the
committee. Having multiple people proofread the report ensures the document is as
error-free and accurate as possible.

Preparations for Meetings

1. Ensure that the meeting has a clear need: Baird (2020). While this might sound like the
responsibility of a meeting organizer, it is also incumbent upon meeting participants to check
that a meeting is really necessary. When you are invited to a meeting, the first thing you should
consider is whether meeting is really the most effective means of achieving the desired outcomes
and objectives. Could these be achieved at the time? Is there a more effective solution? If so, you
should feel empowered to push back and raise your concerns to the meeting organizer. Be sure to
do this early to minimize wasted time and effort on the part of other meeting participants.

2. Determine meeting objectives: Ruch (2019). Every meeting should have clear objectives. In
order for you to prepare effectively as a meeting participant, the objectives of the meeting should
be crystal clear and should inform the work you do ahead of the meeting to give the meeting the
optimal chances of success. If you are unclear on the objectives of the meeting, then be sure to
clarify with the meeting organizer as soon as possible so that fruitful meeting preparation can
take place.

3. Review and contribute to the meeting agenda: Once you are clear on the objectives of the
meeting, you should turn your attention to the meeting agenda. At this stage, you should evaluate
the agenda against the objectives of the meeting and decide whether any additional items need to
be added in order to achieve them. Meeting participants should feel empowered to contribute to
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the meeting agenda - after all, your presence is requested because your expertise is required, and
contributing this knowledge begins in the meeting preparation phase.

4. Read all meeting materials: Perhaps one of the more obvious steps in meeting preparation is
to read all materials in advance of the meeting. However, this is a common pain point among
leaders around the world: other meeting participants arriving unprepared. This is a key reason
why less than 12% of leaders believe that their meetings produce decisions of strategic
importance.2 Provided that meeting materials are distributed in a timely manner, there is little
excuse for failing to review all documentation ahead of the meeting. Blocking out time in your
diary to fully prepare is vital here, as we all know how quickly our calendars fill up.
Less than 12% of leaders believe that their meetings produce decisions of strategic importance.

5. Ask any questions ahead of time: Waiting until the meeting starts to ask questions is a recipe
for meeting preparation failure. This wastes valuable meeting time by entering into discussions
that could’ve been had asynchronously before the meeting began. In fact, in a recent study it was
found that 22% of executives acknowledge an inability to exchange views on topics before
meetings. Asking clarifying questions ahead of time is therefore a vital step in effective meeting
preparation. It is important to ask these questions in a public forum so that other meeting
participants can see the conversations as they develop. This ensures that questions are only asked
once.
6. Be clear on who is leading each agenda item: If your presence has been requested at a
meeting, then it’s clear that your expertise is needed. It could be that you are required to lead one
of the items on the agenda, and if this is the case then you need to know this in advance so that
you can prepare. By clarifying who will lead each agenda item before the meeting begins, you
ensure that each discussion is well led and is clearly focused on achieving the objectives.

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Notice
What is the Notice of Meeting?
A notice of meeting refers to the official communication, written or electronic, that informs
members and individuals of a company about an upcoming meeting. It serves as an invitation
detailing the date, place, and agenda items of the meeting, ensuring that the participants are
aware of the meeting and can prepare beforehand. The notice of meeting may be legally
required for formal circumstances like shareholder meetings, annual general meetings,
or extraordinary general meetings. The primary purpose of such notice is to set meeting
expectations and encourage participation from members while fostering transparency and
accountability with clear and specific information at hand(McFarlin,2021).

What is the format of a notice of meeting?

Every notice of meeting follows a basic structure, ensuring its effectiveness. The main
components of a meeting notice are:

Title or Heading – It should display a clear title like “Notice of Annual General Meeting”.
Date and Time of the Meeting – The notice must specify the exact date and time of the meeting
to prevent
ambiguities and schedule conflicts.
Venue – It must include the physical location of the meeting or platform used for virtual
meetings.
Purpose of the Meeting – The notice should provide a brief description of the meeting’s
objectives.
Agenda of the Meeting – This section should list the specific topics, resolutions, or any other
business matters to be discussed in the meeting.

How to write a good notice for a meeting?

Aside from using a template, below are some tips for formulating an effective meeting notice.

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Be clear and concise – Include only the essential information in the meeting notice. Avoid
overly complex sentences and vague instructions.
Be consistent with your brand – Consider aligning the format of your notice with your
company’s brand guidelines.
Use technology – For faster crafting and sending out, consider using tools like AGM software to
create template meeting notices and ensure timely distribution to members and shareholders

Agenda

What is a meeting agenda?

A meeting agenda serves as a structured roadmap for your meeting, detailing the topics and
activities planned(Burris,2018). Its primary role is to provide meeting participants with a clear
framework, outlining the sequence of events, the leader for each agenda item, and the time
allocated for each task. By having this agenda as a guide both before and throughout the meeting,
it helps to facilitate an efficient and productive flow of discussion.

How to write a meeting agenda?

Crafting a meeting agenda is a key step in ensuring a focused and productive meeting. Here's
how to do it effectively.

1. Clarify meeting objectives

The first step in writing a meeting agenda is to clearly define any goals. In clarifying the goal, be
as specific as possible. This specificity helps guide the discussion and ensure that the meeting
remains focused. It also helps stakeholders prepare for the meeting. For example, if the goal is to
finalize the budget for the next quarter or discuss new business, participants would come
prepared with relevant data and insights. A well-defined goal also helps set the meeting's tone
and align everyone's expectations. This clarity leads to a more structured discussion and a more
productive meeting overall.

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2. Invite participant input

Inviting input from participants before finalizing the agenda is a critical step in creating a
comprehensive and inclusive meeting plan. This involves reaching out to potential attendees and
asking if there's anything specific they would like to discuss or add to the meeting agenda. For
example, if you're planning a meeting for a project team, you could send an email asking each
member to suggest topics they feel are important to address. This could reveal issues or ideas
you hadn't considered, ensuring a more well-rounded agenda.

3. Outline key questions for discussion

Making a list of important things to talk about is important for keeping the meeting on track and
focused. Start by identifying the main meeting topics that need to be addressed and framing them
as questions. For instance, if the meeting is to discuss the progress of an ongoing project, key
questions might include:

What are the current roadblocks in the project?

What resources are needed to maintain the pace of work?

These questions serve as talking points and a guide for the discussion, ensuring that all relevant
topics are covered. They also help in structuring the conversation, making it easier for
participants to prepare and engage effectively.

4. Define each task’s purpose

Each task or topic on the agenda should have a clearly defined purpose. This transparency helps
participants understand the importance of each discussion point and how it relates to the overall
goal of the meeting (Smith,(2021). For example, if one of the agenda items is to review recent
client feedback and performance metrics, the purpose might be to identify areas for improvement
in customer service. By stating this purpose, participants can focus their thoughts on this specific
objective, leading to a more targeted and fruitful discussion.

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5. Allocate time for agenda items

Effective meeting management requires allotting time for each item on the agenda. This includes
determining the amount of time needed for each meeting topic or task and scheduling the
meeting appropriately. For instance, if you have five items on your agenda, you might allocate
10 minutes for a brief update, 20 minutes for brainstorming, and 15 minutes for discussing action
items. This time allocation should be based on the complexity and importance of each topic.

6. Assign topic facilitators

Assigning facilitators for each topic on the agenda can greatly enhance the effectiveness of the
meeting. A facilitator’s role is to guide the discussion, make certain that the conversation stays
on track, and that all voices are heard. For example, if one of the agenda items is to discuss sales
strategies, you might assign this topic to a senior salesperson. Their expertise and familiarity
with the subject can help steer the conversation productively.

7. Write the meeting agenda

Finally, compile all the elements into a structured and comprehensive agenda. The agenda should
include the meeting’s goal, a list of topics to be discussed with their purposes, time allocations,
and assigned facilitators. This structure provides a clear roadmap for the meeting, ensuring that
all important points are covered. Share the agenda with all participants well in advance of the
meeting. This allows them to prepare and ensures that everyone is on the same page. A well-
written agenda is a key tool in running an effective and productive meeting.

Create and share your meeting agenda as early as possible. At the very latest, you should share
your meeting agenda an hour before the meeting time. This allows everyone to prepare for
what’s going to happen. Your team can also relay questions or additional agenda items to you for
a potential adjustment before the meeting. Besides, when your team members have a chance to
properly prepare themselves, they’ll have a much easier time focusing during the meeting.

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Why are meeting agendas important?
 Your agenda allows everyone to prepare for the meeting.

 It shows you’re considerate of your team’s time. When your team receives a well-
thought-out meeting agenda, they’ll immediately see that the meeting is actually
necessary

 An agenda sets clear expectations of what will and won’t be discussed.

 It keeps your team on track.

 Your agenda will provide purpose, structure, and opportunities to collaborate.

Meeting agenda examples

 Team meeting agenda: serve as a platform for team building, decision making, and
brainstorming. They can vary in frequency and duration but are essential for ensuring
alignment and forward

 A retrospective meeting agenda: is a type of recurring meeting focused on reflecting on

a past period of work. Its main purpose is to share information among team members
about what worked well and what didn't. Retrospective meetings are vital for continuous
team development and ensuring better outcomes in future work cycles.

 One-on-one meeting agenda: whether they are between a manager and a direct report,
are crucial for discussing work projects, roadblocks, and career development. They are
foundational for building trust.

In-conclusion, it ensures clarity and keeps everyone aligned on outcomes and next steps, which
is vital for the ongoing productivity of writing committees.

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 REFERENCES
Baird, A., & Williams, S. (2020). Effective meetings: The guide to planning, managing, and
evaluating meetings. New York, NY: Business Expert Press.

Ruch, W., & O’Connor, J. (2019). Meeting management: A practical guide to preparing and
conducting effective meetings. London, UK: Kogan Page.

Klein, K. J., & McFarlin, D. B. (2021). The role of agendas in enhancing meeting productivity.
https://doi.org/10.1177/2329488420931234

Peterson, R. S., & Burris, V. (2018). The impact of agenda setting on meeting outcomes.
Administrative Science Quarterly, 63(1), 84-109. https://doi.org/10.1177/00018392177402
American Management Association. (2020). Effective meeting management: Best practices for
successful meetings. https://www.amanet.org/training/articles/effective-meeting-management-
best-practices.aspx

Meeting Professionals International. (2019). The importance of meeting agendas.

https://www.mpi.org/knowledge/knowledge-base/all-articles/2019/06/05/the-importance-of-
meeting-agendas

Smith, J. A. (2021). Best practices in meeting preparation and execution. National Institute of
Management. https://www.nim.org/reports/best practices-meeting-preparation.

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