A written memo or agenda is the best means of giving and securing information and if properly put together will focus you as well as the recipients on the objective of the meeting and the means to achieve it. During the meeting it can also be used as a guide and reference, and after the meeting it can serve as a reminder of what was to be accomplished and a means of checking on follow-up actions. Time spent preparing a written agenda will save time during any meeting. Keep it short. Write no agenda or memo longer than one page. Any additional materials, charts, or graphs necessary for the meeting should be included on separate pages, stapled or paper-clipped to your one-page memo or agenda.
The memo or agenda should state the objective of the meeting, the issues to be discussed, the time to meeting will begin and end, the place, the participants involved, and what is expected of them in the way of preparation before the meeting.
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21st Century Organizational Transformation 