Although it seems like a simple solution, a written agenda delineates discussion topics, presenters, time allotments, purpose, objectives, related information, and processes for decision-making. Agendas also help note-takers record accurate meeting minutes. Distribute agendas in advance of meetings so that attendees can come prepared. Stay focused.

The sample agenda below can be used to document quick, routine collaborative meetings between principals and afterschool program directors focused on interventions that align the learning day for students in afterschool programs.

The Twenty Minute Meeting
Main Street Elementary School
Main Street Community Learning Center
Any Town, USA
A G E N D A

Weekly Collaborative Planning Meeting
Tuesday, 10:00 a. m.
Day, Month, Year
Time
Topic
Person who will initiate topic discussion
Person who will prepare and lead discussion
Discuss/Decide/
Delegate
Desired Outcomes
Notes (complete after meeting)

10:00
Johnny Jones, Gr. 2; Reading challenges
After School Program Director
After School Program Director
Discuss; Determine interventions for after school program
Reading performance on grade level

10:08
Susie Martinez
Homework difficulties
After School Program Director
After School Program Director
Principal requested to get information from teacher
Less stress; higher percentage of completion; more appropriate assignments

10:15
What works
Principal/
After School Program Director
Principal
Discuss program vision
Clarity of direction

10:17
Areas for improvement
Principal/
After School Program Director
After School Program Director
Turf issues with community sports groups
Shared space, resources

10:19
Next meeting
Principal/
After School Program Director
Principal/
After School Program Director
plan
List agenda/topic ideas

10:20
End
Principal/
After School Program Director
After School Program Director
summarize
summarize
Who? How are notes shared and maintained?