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Agenda & Minutes Management
Agendas and minutes are critical frameworks – as a rule of thumb, more time should be spent on planning the agenda than writing up the minutes!
- Use a ‘purposeful’ agenda – see Agenda Example. Every item on a ‘purposeful’ agenda has a clearly stated outcome – this really helps focus!
- Distribute the agenda and background papers at least 2 weeks ahead of the meeting
- Encourage Forum ‘buy-in’ to the agenda. Have a system in place to allow everyone to contribute items for the agenda (e.g. keep a slot at end of each meeting for this and ask for items in the run up to the next meeting). Keep strictly to any deadline for receipt of items and their background papers prior to meetings so that people can come prepared
- Agenda items should be allocated in relation to their importance. So, the more important items will be covered first, and given more time
- A timekeeper, separate from the Chair/meeting facilitator, could be designated. This may also ensure that items at the end of the meeting get the discussion time they deserve
- Minutes should be concise and focused, not detailing everything that has been said. They should record: actions (including who/when to be done); main issues raised; areas of agreement/consensus; areas of disagreement; any other issues the Forum feels the Local Authority should usefully be aware of
- Being a less onerous task to produce, Minutes should be circulated within an agreed time after meetings
