This document discusses best practices for creating effective meeting agendas and taking meeting minutes. It recommends that agendas should clearly outline specific discussion items, name responsible persons, and allocate time for each topic. Minutes should accurately record proceedings, decisions made, and action items assigned. Following conventions like using formal language and circulating drafts for feedback helps ensure meetings are well-structured and outcomes are documented.

2.  The preparatory phase
 The conduct phase
 The follow up phase

3. Just as a good script is the key to a
play‟s success, a well structured,
informative agenda is absolutely
necessary for a successful
meeting

4. Item No. Description To be presented by
1.01 Confirmation of the minutes of the
previous meeting
Chairman
1.02 Review/ follow up points of the
previous meeting
Mr ________________
1.03 Deciding a date for the fresher‟s day
party
1.04 Discussing other aspects such as
venue, list of invitees, entertainment,
finance
1.05 Deciding the menu
1.06 Appointment of teams to assist the
council members
1.07 Any other matter with the permission
of the chair

5.  It outlines the specific items to be
discussed
 It names the person responsible for
bringing up the topic
 It specifies the time allocated for each
topic
 Preparation required from the
participants can be undertaken
 Meeting time can be used for resolving
problem and decision making

6.  The aim should be clear and
unambiguous.
 If the purpose of the meeting is clear the
agenda will be clear as well
 )

7. a)Review meeting
b)Specific purpose meeting (
analysis and preparation for a
market survey of a specific
product
c)Decision making
d)Sharing of the information
e)All of the above

8.  Members determine that the record of
the last meeting is accurate, and
consider it passed
 Items for review
 Items requiring decision
 Items meant for sharing information

9.  It records the procedure and outcome
of the meeting
 It maintains the record of who
participated in decision making
 Documents what are the decisions
made
 Names the people who would be
responsible for implementing the
decision

10.  The details of the person who initiated
the discussions
 The details of the participants who took
part in the discussion along with the gist
of their contribution
 A record of the decisions arrived at
 A record of the direction/instruction
passed by the chairman
 The details of the person/ department,
who should take action

11. a) „The chairman welcomed the ……….‟
b) “Mr ABC briefed all those present …..”
c) “ Mr XYZ was of the view …………”
d) “ Mr A Singh suggested …………..”
e) “ Mr KLM presented ………………”
f) “ The chairman expressed concern ….”
g) “The chairman appreciated …….”
( The title „Minutes‟, the name of the group and
the time of the meeting are recorded at the
top, who attended and who was granted
leave of absence)

12. Some conventions that are followed in
very formal meeting ………
 When you want to make the motion,
attract the chairs attention by raising
your hand.
( I wish to move/amend the motion ….)
( I wish we table the motion …)
( I rise for information)

13. Circulation of the minutes
 They are prepared in draft form within 24
hours
 Draft is circulated to all participants
 Comments are asked and they are
received and amendments are made
( In case no comments are received by
(date) it will be deemed that the minutes
are agreed to)