Over the years, I've learnt that good PCC agendas and minutes can be empowering, and don't need to take lots of time and energy.  An informative agenda can help participants to know what to expect and what is needed of them. Well-structured minutes can keep us accountable and help us to follow through on plans that have been made. 

I've put a few tips below for writing PCC agendas and minutes. And there are links to templates for an agenda and minutes. Feel free to adapt to your own purpose.

Template for a PCC Agenda

Template for PCC Minutes

Five Tips:

Tip 1: Write informative agenda items: For the main agenda items, don't just write the subject. Also write a sentence that tells people what they'll be doing in their item. e.g. Instead of 'Item 1: Values and Vision', write 'Item 1:Values and vision - a discussion of the latest indicators, with the aim of agreeing priorities for the next 6 months.'

Tip 2: Don't overload the agenda: In a 90 minute meeting, it can be helpful to have a maximum of 3 big discussion topics. Include other items, but these might be updates or quick decisions. Put the main discussion items in the first half of the meeting, and also the complex items that need concentration. 

Tip 3: Use regular structure to the agenda, but be ready to adapt: Having the basic agenda outline as a template is a great starting point to make sure all key elements are included. But double check that the final agenda reflects what was actually agreed (including the information mentioned in Tip 1) 

Tip 4: Have a column in the minutes for actions, decisions and proposals: This makes it easy to scan your eyes down and find the implications of any meeting.

Tip 5: Check with the draft Minutes with Chair or Lay Chair: And don't worry if things need changing. Taking minutes is an intense and focused task, and having a second opinion on what was said and heard is really valuable.