Lesson 11: Committees and Meetings

Lesson Outcomes

By the end of this lesson, learners should be able to:

• Understand the purpose of committees
• Identify roles within meetings
• Explain what an agenda is
• Understand the importance of meeting minutes

Overview

Meetings and committees are essential for decision-making in organisations. They help teams:

• Share information
• Discuss ideas
• Make decisions
• Plan actions

This lesson focuses on how meetings are structured and managed effectively.

1. What is a Committee?

A committee is a group of people formed to:

• Discuss specific issues
• Provide input and recommendations
• Support decision-making

📌 The main role of a committee is to assist in the efficient operation of an organisation by sharing information and supporting leadership decisions.

2. Roles in a Meeting

Effective meetings require clearly defined roles:

• Leader/Chairperson
  Guides the meeting and keeps discussions on track
• Recorder/Secretary
  Takes notes and records decisions
• Timekeeper
  Ensures the meeting stays within time
• Participants
  Contribute ideas and engage in discussions

👉 Key idea:
A meeting without structure = a conversation that goes nowhere.

3. What is an Agenda?

An agenda is:

• A plan for the meeting

• A list of topics to be discussed

It is:

• Prepared before the meeting
• Shared with participants
• Written in future tense (since it outlines what will be discussed)

4. What are Minutes?

Minutes are:

• A written record of what happened during a meeting

They include:

• Date and time
• Attendees
• Topics discussed
• Decisions made

📌 Minutes are written after the meeting and serve as an official record.

5. Importance of Meetings and Committees

They help organisations to:

• Make informed decisions
• Improve communication
• Track progress
• Ensure accountability

Lesson Summary

In this lesson, you learned:

• The purpose of committees
• Different roles in meetings
• What an agenda is
• The importance of minutes