## 4As Lesson Plan: Mastering Memos and Meeting Minutes (45 minutes)

**Target Audience:** College Freshmen

**Learning Objectives:**

* Students will define a memorandum (memo) and its purpose.

* Students will identify the key components of a well-written memo.

* Students will differentiate between meeting minutes and agendas.

* Students will understand the importance of effective meeting minutes.

* Students will practice creating simple meeting minutes.

**Materials:**

* Whiteboard or Projector

* Markers/Pens

* Handout: Sample Memo Template (optional)

* Handout: Sample Meeting Minutes Template (optional)

* Short Case Study (see below)

**Activities (45 minutes):**

**Introduction (10 minutes):**

1. **Brainstorming (5 minutes):** Begin by asking students, "What kind of written communication might
you encounter in a professional setting?" List their answers on the board. Introduce the concept of
memoranda (memos) and meeting minutes as important forms of professional communication.

2. **Defining Memos (5 minutes):** Explain what a memo is: a concise written message used for
internal communication within an organization. Highlight its benefits like clarity, efficiency, and
documentation.

**Memos: Structure and Content (15 minutes):**

1. **Key Components (10 minutes):**

* Briefly explain the key parts of a memo:

* **To:** Recipient(s) name and title

* **From:** Sender's name and title (optional: department)

* **Date:** Date the memo is written

* **Subject:** Clear and concise summary of the memo's content

* **Body:** Main message of the memo, well-organized and easy to read.

* **Action Items (optional):** Specific tasks or decisions needed from the recipient.

* Consider using a handout with a sample memo template (optional).

2. **Memo Writing Tips (5 minutes):**

* Use professional tone and language.

* Keep it concise and focused on the main point.

* Proofread carefully for errors.

**Meeting Minutes: Capturing Key Points (15 minutes):**

1. **Differentiate from Agenda (2 minutes):** Briefly explain the difference between a meeting agenda
(plan for the meeting) and meeting minutes (record of what happened).

2. **Importance of Minutes (3 minutes):** Discuss the importance of well-written minutes for:

* Summarizing key decisions and action items.

* Referencing for future discussions or follow-up.

* Keeping everyone informed.

3. **Minute-Taking Practice (10 minutes):**

* Present a short case study: A group of students is planning a fundraising event for a local charity.
They hold a meeting to discuss logistics, budget, and volunteer recruitment.

* Divide students into small groups.

* Instruct them to take turns playing the role of minute-taker, capturing key points, decisions, and
action items as if they were attending the meeting.

* After a few minutes, discuss their notes and highlight essential elements for effective minutes.

**Wrap-up & Assessment (5 minutes):**

1. **Review Key Points:** Briefly summarize the importance of memos and meeting minutes in
professional communication.

2. **Exit Ticket (optional):**

* Briefly ask students to write down one key takeaway from the lesson on memos and minutes.

* This can be used for quick formative assessment.

**Extension Activities (Optional):**

* Have students write a short memo to their professor or a campus department on a specific topic.
* Assign students to create a more detailed meeting minute example based on a longer case study.

**Differentiation:**

* Provide graphic organizers or sentence starters to support students during the minute-taking activity.

* Offer additional examples of memos and minutes relevant to different academic disciplines.