Agendas are used to organize meetings, and usually are raised and distributed as a loose minute or a letter. They can also be sent as an annex to a document. The secretary to the meeting is responsible for writing and issuing the agenda. The agenda's list of action addressees shows who should attend. List addressees by using their primary job titles. If an addressee has a committee title, show it after the primary job title.
Subject heading. The agenda’s subject heading states the general purpose of the meeting, together with the location, room, time and date. This overcomes the need to state those details elsewhere.
Body. The body of the agenda contains a list of the items for discussion arranged in a logical order. Each item may have a brief summary of the topic, or show who (if not the chairman) will lead the discussion. It is also useful to show in the item summary the time given for discussion.
Items. When the meeting is one of a regular series, the first 2 items should be ‘Minutes of last meeting’ and ‘Matters arising from last meeting’. The last 2 items should be ‘Any other business’ and ‘Arrangements for next meeting’. However, be wary of including ‘Any other business’. This item is open to abuse by people wanting to avoid asking a secretary to arrange for the matter to be raised formally.
Layout. The layout of an agenda is at the Table.
AGENDA FOR A MEETING OF THE STN ADMIN COMMITTEE TO BE HELD AT RAF KANAVAKI IN THE STN BRIEFING ROOM AT 1000 ON 8 APR ##
| Item | Lead |
| 1. Minutes of last meeting. |
|
| 2. Matters arising from last meeting. |
|
| 3. Essential manning for APC sqns. (20 minutes allocated) | D Stn Cdr |
| 4. Visiting units - domestic accommodation ceiling. Reduced barrack-block accommodation requires visiting units to reduce their number of detached personnel. (20 minutes allocated) | OC Ops Sqn |
| 5. Works services -effect on APC domestic accommodation. | SO2 Prop Man, AHQ Med |
| 6. Any other business. |
|
| 7. Arrangements for next meeting. | Sec |