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Documents associated with meetings - Coggle Diagram
Documents associated with meetings
Agenda
The purpose is to the list the items that are going to be discussed in the meeting.
Main parts
The meeting goal, topics for discussion, objectives.
Potential errors
Releasing the agenda too late, having no key objectives, poor priorities.
Could cause people to not turn up to the meeting as they already have plans, could be a waste of time if there is no clear objectives, people could come unprepared.
Minutes
The purpose of minutes is to keep a record of what has been discussed and is a reference point for attendees.
Main parts
Names of participants, key points discussed, date of next meeting, dates and times.
Potential errors
Confusing minutes and notes, too much excessive detail.
Making it harder to recap the key points next meeting and potentially not understand the purpose of the meeting making it a waste.
Notice of meeting
The purpose is to inform company members and shareholders that a meeting will take place.
Main parts
Name and contact information of meeting chair, name and role of sender of meeting notice, name and roles of all invitees.
Potential errors
Contact information could be wrongly inputted or outdated.
Meaning that the chair person can't be contacted which could cause problems with key topics not being discussed in further meetings.
Conference documentation
The purpose is that it keeps the group on track, it provides context for key decisions and it sparks collaboration.
The purpose can vary but some are:
Agenda, list of participants, official records, national reports.
Possible errors
The information being inaccurate or incomplete.
Which can lead to misunderstandings and important concepts that are left out of the meeting.