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Agenda and Minutes of a meeting


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Agenda and Minutes of a meeting

  2. 2. <ul><li>When two or more people come together for the purpose of discussing a (usually) predetermined topic such as business or community event planning, often in a formal setting. </li></ul><ul><li>In addition to coming together physically (in real life, face to face), communication lines and equipment can also be set up to have a discussion between people at different locations, e.g.; Conference call or an e-meeting . </li></ul>
  3. 3. <ul><li>Agenda is a document that outlines </li></ul><ul><li>the contents of a forthcoming meeting. </li></ul><ul><li>Effective agenda is one of the most important elements for a productive meeting. </li></ul><ul><li>It is usually sent along with the notice of the meeting, which gives the participants an opportunity to come prepared for the upcoming discussions or decisions. </li></ul>
  4. 4. <ul><li>Minutes of the last meeting; </li></ul><ul><li>Matters arising from the minutes; </li></ul><ul><li>Financial irregularities in X branch; </li></ul><ul><li>Reorganization of work in Y branch; </li></ul><ul><li>Any other business; </li></ul><ul><li>Date of next meeting. </li></ul>
  5. 5. <ul><li>Agenda aid the process of meeting by putting the meeting plan into a permanent, written form. </li></ul><ul><li>A good meeting agenda serve as a guide to participants, making the meeting more efficient and productive. </li></ul><ul><li>Since agenda has a set order, it helps the chairperson to conduct the meeting smoothly. </li></ul>
  6. 6. <ul><li>It ensures that only matters </li></ul><ul><li>relevant to that particular meeting are discussed. </li></ul><ul><li>It can be used as a checklist to ensure that all the information is covered. </li></ul><ul><li>It also facilitates the preparation of the minutes. </li></ul>
  7. 7. <ul><li>Minutes are the official record of the proceedings or a meeting. </li></ul><ul><li>It usually show a concise and accurate record of decisions and resolutions. </li></ul><ul><li>In case of JSCs, it is compulsory to maintain the minutes of the proceedings of every general meeting. </li></ul>
  8. 8. <ul><li>Name of the Organization; </li></ul><ul><li>type of meeting (monthly, emergency, special); </li></ul><ul><li>Place, date, and time called to order; </li></ul><ul><li>Name of those attending including guests (used to determine if a quorum is present); </li></ul><ul><li>Name of those absent and reasons for absence . </li></ul>
  9. 9. <ul><li>Minutes of resolution; & </li></ul><ul><li>Minutes of narration . </li></ul><ul><li>MINUTES OF RESOLUTION MINUTES OF NARRATION </li></ul>In this type of minutes, only the resolution passed at a meeting are recorded and no reference is made to any discussion preceding the resolution. Minutes of narration are somewhat similar to a report. Here, in addition to the resolution passed, a brief account of the discussion and the voting pattern is also included.
  10. 11. No. of Minutes Subject of Minutes Details of Minutes 71. 72. 73. Dated 10 th Nov, 2009 Minutes of the previous meeting. Share transfers. Next meeting The minutes of the previous board meeting held on 9 th Oct, 2009. Resolved: that a committee of Mr. Gupta and Mr. Khan, directors be and hereby appointed for the purpose of share transfer in AOA of the Co. The next meeting of the board was fixed on 17 th Nov, 2009 at 3:00 PM at the registered office of the company. Shri. R. A. Baba T. R. Naik Chairman Secretary
  11. 12. <ul><li>of the Board meeting held at registered office of the Company at 12, Lal Chowk, Srinagar on 9 th November,2008 at 3p.m. PRESENT: Shri. R.A. Baba (in the chair) Shri. M.I. Baba Shri. M.R. Baba Shri. A.S. Baba IN ATTENDENCE: Shri. T.R. Naik, Secretary </li></ul>