Meeting Structure

An efficient meeting will often follow a standard structure to ensure that all important matters are covered within the time set for the meeting. You will become more used to standard meeting structures as you attend more meetings, and to help you start to familiarise yourself with the format of a professional meeting, you can read through a sample meeting agenda below.

Sample Agenda

  1. Welcome and introduction from the Chair
  2. Apologies for absence
  3. Minutes of the last meeting
  4. Action list
  5. Matters for discussion
    1. First matter
    2. Second matter
    3. Third matter
    4. Etc.
  6. Any other business (AoB)
  7. Date of the next meeting

Description of each section

Welcome and introduction from the Chair: the Chair of the meeting will start the meeting and introduce the purpose of the meeting if needed.

Apologies for absence: any members who cannot attend and who have sent apologies will be acknowledged to explain that they will not be attending.

Minutes of the last meeting: the minutes of the previous meeting will be reviewed to ensure they are accurate. Any inaccuracies will be raised and corrected.

Action list: the action list from the previous meeting will be reviewed to check on progress of the actions arising from the previous meeting.

Matters for discussion: Any topics for discussion or reports to be reviewed will be done at this stage. This will be the main bulk of the meeting.

Any other business (AoB): Any matters for discussion not identified before the meeting and therefore not on the agenda under “matters for discussion” will be discussed at this stage.

Date of the next meeting: If relevant, the date for the next meeting will be set or suggested at this point for confirmation at a later date.