Creating an Agenda: An agenda is a one-two page outline of the main, pertinent (related) points. Prioritize your action item and include short reports or presentations for which one or two members of your group are responsible. Send your agenda two or three days before the scheduled meeting day. C. Writing the Minutes: After the meeting dayThey are a summary of what happened at the meeting. Copies of minutes are kept on file for reference and are regarded as legal documents. Also, minutes must be clear, accurate and impartial (not biased or personal). Minutes should be sent not later than two days after the meeting has adjourned.