The document containing the minutes of a meeting is extremely important as it contains all the information being spoken about in a specific meeting. Many items are spoken of in any meeting and the minutes serve as an outline of the data being presented.
An informal meeting agenda may be accepted by businesses and companies that do not have a specific format for recording the minutes of the meeting. This indicates that the individual assigned with the responsibility of creating the minutes of the meeting can create an individual format of the document by ensuring that all the necessary information is included in the specific report.
Informal meeting agendas are created when a company does not provide a specific layout to record the minutes of a meeting. In such cases, it becomes easier for the note taker to have an informal meeting agenda to ensure all information that is needed is recorded and checked. Informal meeting agendas also allow attendees of the meeting to review items that have been discussed.
These agendas can help attendees to remember the things that have transpired during the meeting which they can relay to other members if they are allowed to do so and especially if the minutes are a matter of concern of any particular area of the discussion.
Informal meeting agendas become the need of the hour when the company or organization in question did not have a prescribed format for recording the minutes of meetings which are held.
An informal meeting agenda is written for the benefit of the company which is holding the meeting. It is a method of recording notes of the meeting for future reference and contains all information about the meeting in detail.
Organizations and businesses generally appoint a notetaker to record the minutes of the meeting and the responsibility of doing so accurately will rest with the individual who has been assigned the task. The individual needs to approach the task with dedication and ensure that the following information is recorded to be retained for future reference.
Points to consider while drafting Informal Meeting Agendas
- The date, location and time the meeting was scheduled for and held.
- The time the scheduled meeting was adjourned as well as the overall duration of the meeting.
- The name of the individual who called for the meeting along with his title.
- The purpose why the meeting was scheduled.
- The attendees of the specific meeting.
- Individuals that was supposed to attend but were absent along with the reasons for their absence.
- The name of the notetaker who recorded the minutes of the meeting and any other details.
Example of Informal Meeting Agenda 1
Informal Staff Meeting Agenda
[From Itamar PAC Meeting]
[Time of the Meeting And the Location]
Meeting Called by [Name of the Individual And Title]
Note Taker [Name of the Individual]
[Attendees: Names of the Attendees To the Meeting]
Agenda Item: Treasurers Report
Discussion: The treasurer was unable to attend the meeting and therefore the report was not provided. The report is likely to be provided in the near future.
Discussions were held about the use of funds by the school for field trips and bus expenditure. It was agreed that $5000 would be transferred to the school from the general account. The school has agreed to provide monthly receipts for the funds and also to return any funds not utilized by the end of this term.
Transfer of funds to the school by [name of the treasurer] at the earliest.
Agenda item: Sign repair presented by [name of the individual]
Discussion: Software compatibility is creating regular problems with the sign of the school and needs to be repaired. [Name of the individual] spoke to the company which installed the sign as well as other companies. The cost of the repairs is estimated at $3000 annually and a new sign costs $9000-$15,000. The cost is unaffordable for the PAC either for repairing the sign or installing a new one. Under the circumstances, the court decided that the PAC would consider looking for a long-term fundraising strategy over three years for purchasing a new sign.
Agenda item: Upcoming events presented by [name of the individual]
Discussion: Plans are underway to organize a scholastic book fair later this year. The date for the fair has not been set because it is typically managed by parents. Suggestions were made to plan a garage sale at the school where people can donate items for sale for prices of [$1, $2, $5, $10 and $20]. Children and parents can visit the school through the day for making purchases.
Next meeting: [date, time and location of the next meeting]
Example of Informal Meeting Agenda 2
This resource is designed to offer clubs and league committees good practice ideas for conducting informal meetings. The objective of this resource is to make meetings efficient, effective and painless. This document presents ideas which can result in effective meetings being held even when they are informal.
1.Ground rules of the meeting to be set in advance.
2. The reason and the time for the meeting.
4. Plans for the next meeting.
5. Common challenges.
6. Proper communication.
7. Minutes of the meeting.
8. Closing statements and adjourning the meeting.
Not having a formal template for meeting agendas should not be holding back businesses and companies from conducting meetings which are important and necessary for their business. They can conveniently use the method of having an informal meeting agenda which will appropriately serve the purpose and provide them all the information necessary for conducting future meetings without difficulties.
Companies and organizations just need to appoint a notetaker who records the minutes of the meeting as well as any other information accurately and in an informal manner. The method used may not be considered suitable but nevertheless, it is effective and helps the organizers of the meeting to have a record of the minutes and any discussions that were held.