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Welcome to GattPrep, your Guide for Life and Learning
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Welcome to GattPrep, your Guide for Life and Learning
Hello, young organizer! 📋🕰️
Have you ever attended a meeting that felt confused — with no plan or no memory of what was agreed?
That’s why agendas and minutes are important.
Today, you’ll learn how to plan meetings properly with an agenda, and record decisions clearly with minutes.
These skills are useful for exams and real life — especially if you want to be a prefect, club secretary, or even a leader someday!
An agenda is a simple, organized list showing what topics will be discussed at a meeting and in what order.
✅ Tip: The agenda guides the meeting so that time is used wisely.
Minutes are written records of what happened during a meeting — decisions made, actions taken, and important points discussed.
✅ Tip: The minutes prove what was agreed and who is responsible for actions.
| Agenda | Minutes |
|---|---|
| Helps members prepare before a meeting. | Reminds members of what happened after the meeting. |
| Keeps the meeting focused and timely. | Provides a permanent record of decisions and responsibilities. |
| Shows respect for everyone’s time. | Avoids future confusion or arguments. |
| Part | Details |
|---|---|
| Heading | “Agenda for [Name of Meeting]” (e.g., Agenda for Prefects’ Meeting) |
| Date and Time | When the meeting will happen. |
| Venue | Where the meeting will be held. |
| List of Items | Numbered topics to be discussed, in order. |
| Chairperson’s Name | (Optional) Who will lead the meeting. |
✅ Example:
Agenda for Class Leaders’ Meeting
Date: 10th May 2025
Time: 10:00 a.m.
Venue: School Library
Opening Prayer
Reading and Adoption of Previous Minutes
Matters Arising
Planning for Cultural Day
AOB (Any Other Business)
Closing Prayer
| Part | Details |
|---|---|
| Heading | “Minutes of [Name of Meeting]” (e.g., Minutes of Class Leaders’ Meeting) |
| Date, Time, Venue | When and where the meeting took place. |
| Members Present | Names or titles of those who attended. |
| Apologies | Names of absent members (if known). |
| Agenda Items Discussed | Each item discussed, decisions made. |
| Closing | Time meeting ended and any final remarks. |
| Signature | (Optional: Secretary’s name and signature at the end.) |
✅ Tip: Write minutes in past tense — you are reporting what already happened!
Simple and clear — no confusing language.
Well-organized — follow the agenda’s order.
Brief but complete — not every word said, but all major points recorded.
Formal tone — no casual or emotional expressions.
Task: Prepare an agenda for your school’s Sports Committee meeting.
Outline:
Heading: Agenda for Sports Committee Meeting
Date: 15th June 2025
Time: 2:00 p.m.
Venue: School Conference Room
List of items:
Opening Prayer
Reading of Previous Minutes
Review of Last Sports Competition
Planning for Inter-School Sports Festival
Selection of Coaches
AOB
Closing Prayer
✅ Tip: Number the items and keep them short and clear!
Task: Write the minutes of an Environmental Club meeting about tree planting.
Outline:
Heading: Minutes of Environmental Club Meeting
Date, Time, Venue.
Members Present: Club President, Secretary, etc.
Apologies: Absent members.
Discussion:
Reading and adoption of previous minutes.
Importance of tree planting discussed.
Agreed to plant 100 trees in July.
Assigned roles: Who will dig, who will buy seedlings.
Closing: Meeting ended at 3:30 p.m.
✅ Tip: Always mention key decisions and any plans made!
| Mistake | How to Correct It |
|---|---|
| Writing long paragraphs | Keep minutes brief and itemized. |
| Mixing future and past tense | Use past tense for minutes (e.g., “It was agreed…”). |
| Forgetting AOB (Any Other Business) | Always leave room for unexpected issues at the end of an agenda. |
| Adding personal opinions | Minutes must be factual, not emotional. |
| Situation | Phrases |
|---|---|
| Introducing meetings | “The meeting commenced at…” |
| Discussing matters | “Members discussed the issue of…” |
| Recording decisions | “It was resolved that…” “Members agreed to…” |
| Closing the meeting | “The meeting adjourned at…” |
Exercise 1: Agenda Writing
Prepare an agenda for a meeting of the Library Committee planning a Book Fair.
✅ Points to include:
Opening Prayer
Planning the book selection
Assigning responsibilities
Fundraising
Any Other Business
Closing Prayer
Exercise 2: Minutes Writing
Write the minutes of a Student Council meeting about organizing a charity event for an orphanage.
✅ Points to include:
Date, time, and venue.
Names of participants.
Discussions about event date, venue, items to donate.
Conclusion.
Exercise 3: Combined Task
You are the secretary of your school’s Science Club.
First, prepare the agenda for a meeting about a science quiz competition.
Then, write the minutes after the meeting has taken place.
Today, we learned:
What agendas and minutes are, and why they matter.
How to write clear and organized agendas before meetings.
How to record clear, factual minutes after meetings.
The correct tone, language, and structure for BECE.
Common mistakes to avoid when writing these official documents.
Imagine you are planning a meeting to organize your class party.
Write down three items you would include in the agenda.
Which item do you think would take the longest discussion time?
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