Team Meeting Agenda and Minutes Template

Purpose. Coordinators and learners on placement use this template to prepare the agenda for a team meeting, record what was decided and list the actions with a name and a date.

1.Before the meeting

Fill in the date, time, place and who is invited. List the agenda items in the order they will be discussed, starting with safety. Send the agenda to everyone at least two days before the meeting and put a copy on the noticeboard.

2.At the meeting

Record who attended and who sent apologies. For each agenda item, write the main points and the decision in short sentences. You do not need to write down everything that was said. Ask the chair to repeat a decision if you did not catch it.

3.Actions

Every action must have one person's name and a due date. Read the action list aloud at the end of the meeting so everyone agrees. Write the actions on the Task Board after the meeting so they can be tracked.

4.After the meeting

Type up the minutes within two working days, check spelling and names, and send them to the coordinator to approve. File the approved minutes in the meetings folder and update the Task Board with any changes.

5.Standing items

Every team meeting includes safety and hazards, actions from last meeting, bookings and events this month, learner and volunteer news, and any other business.

• Safety, hazards and incidents
• Actions from last meeting
• Bookings and events this month
• Learner and volunteer news
• Other business
• Next meeting date

6.Complete the template