Agenda for meeting

1. AGENDA & MINUTES OF MEETINGS
UNIT - 3
AGENDA
MINUTES

2. AGENDA
 The agenda is the version of the meeting plan shared with meeting attendees. Sharing a meeting's
agenda in advance helps attendees come prepared. During the meeting, an agenda can be used to help
keep the conversation moving forward and on time.
 The simplest agendas are formatted as a short bulleted list. More complicated agendas may include
detailed descriptions, including the expected outcomes for each item, and reference material such as
reports and proposals for review prior to the meeting. Formal agendas will also include timing and
presenter information for each agenda item.

3. AGENDA FOR A THREE DAY PROGRAM

4. ADVANTAGES OF PREPARING AGENDA
 If it is circulated in advance, it helps the members to come prepared for the meeting.
 Since agenda has a set order, it helps the chairperson to conduct the meeting smoothly.
 It ensures that only matters relevant to that particular meeting are discussed.
 It ensures that every point is properly taken up for discussion.
 It facilitates the preparation of the minutes.

5. MINUTES
 Meeting minutes are the official record of what decisions were made, who was in attendance and
all other consequential events that occurred during the board meeting. Minutes usually need not
be a verbatim account of every commentary in the board meeting
 Once the meeting is concluded, the minutes are circulated to the meeting attendees to gather any
comments on the accuracy and scope of the minutes and then approved by the board at their
next meeting. The approved minutes are a permanent record.
VERBATIAM
OFFICIAL
RECORD
ATTENDANCE
PERMANENT
CIRCULATE
TO THE
MEETING
ATTENDEES

6. MINUTES
 AN OFFICIAL RECORD OF THE PROCEEDINGS OF A MEETING
 A CONCISE AND ACCURATE RECORD OF DECISIONS AND
RESOLUTIONS

7. TYPES OF MINUTES
MINUTES
MINUTES OF
RESOLUTION
MINUTES OF
NARRATION

8. PRESENTATION

9. MAINTENANCE OF MINUTES BOOK
CONSECUTIVELY
NUMBERED

10. INDEXING OF MINUTES
NO NEED TO
INDEX
ROUTINE
ITEMS
ONLY SPECIAL DECISIONS,
LIKELY TO BE REFERRED TO IN
FUTUREE, ARE INDEXED

11. SIGNING OF MINUTES

12. HINTS ON THE WRITING OF MINUTES
 Nature of the meeting – AGM, EXTRAORDINARY MEETINGS, BOARD MEETINGS ETC.
 Date, time and place
 Names of those who are present
 Items to be numbered and given headings
 Reported speech - Reported speech or indirect speech is the form of speech used to convey what
was said by someone at some point of time.
 Dates and figures to be recorded clearly and accurately
 Details about special resolutions
 Very simple, unambiguous language
ON WRITING
OF
MINUTES

14. THE MEETINGS OF A COMPANY CAN BE BROADLY CLASSIFIED INTO
FOUR KINDS.
• Statutory meeting
• Meetings of the Shareholders.
• Meetings of the Board of Directors and their Committees.
• Meetings of the Debenture Holders.
• Meetings of the Creditors.

15. STATUTORY MEETING
 Every public company that is a limited company and has a
share capital shall, within a period of not less than one month
and not more than three months after the date at which it is
entitled to commence business, hold a general meeting of the
members of the company to be called the "statutory meeting".

20. PRESS RELEASE
 Every newspaper devotes some space
for corporate news.
 These news are prepared on the basis of
the press release or hand-outs supplied
by various organisations.
 These press release don not bring any
monetary gains either to the
organization or the newspapers
accepting them for publication.
 But helps in boosting the image of the
organisation,.

21. HOW DOES IT WORK……???????????
 It is the responsibility of the PUBLIC RELATION DEPARTMENT of an organisation to
issue press release.
 These press release cover important events like APPOINTMENTS, SEMINAR,
CINFERENCES, VISITS OF V.I.P.’S TO THE OFFICE, SIGNING OF NEW CONTRACT,
COMMISSIONING ADDITIONAL PLANT, LAUNCHING A NEW PRODUCT, GETTING AN
EXCEPTIONALLY LARGE EXPORT ORDER, ENTRY INTO THE CAPITAL MARKET ETC.
 ALSO, SOCIAL WELFARE PROJECTS, CSR ACTIVITIES, SPORTS COMPETITION OR
EVENTS, CULTURAL EVENTS ETC.

22. DIFFERENCE BETWEE PRESS REPORT & PRESS RELEASE
PRESS RELEASE
 A company sending matter for
publication prepared by its own staff is
issuing a press release.
 Prepared by staff of the company.
 It is used as a mode of publicity by the
company.
 Press Release relate to Statements
issued as Press Release by some
individual/ institution/organization by
way of dissemination of information for
the benefit of general public at large.
PRESS REPORT
 A correspondent representing a
newspaper or a news agency covering an
event on his own writes a press report.
 Prepared by the news reporter
 It is a medium for providing actual
information to the public.
 Press Reports are the news
itemsgathered by the News Service
andtheir Correspondents/ Reporters.

23. CHARACTERISTICS OF A GOOD PRESS RELEASE
THE FIRST PARA
THAT
CONSITUTE LEAD
SHOULD BE
INTERESTING
headin

26. MEMO - MEMORANDUM
 Memo is the short form of Memorandum -MEANS- NOTE TO ASSIST THE MEMORY.
 MEMORANDUM IS SINGULAR IN NUMBER, ITS PLURAL FORMS ARE
MEMORANDUMS OR MEMORANDA.
 A memo is used for internal communication between executives and subordinates
or between officers of the same level.
 IT IS NEVER SENT OUTSIDE THE ORGANISATION.

27. A MEMO CAN BE USED TO………….
 TO ISSUE INSTRUCTION TO THE STAFF
 TO COMMUNICATE POLICY CHANGES TO THE STAFF
 TO GIVE OR SEEK SUGGESTIONS
 TO REQUEST HELP OR INFORMATION ETC..,

28. THE MEMO FORMAT
 The memo format is DIFFERENT FROM THAT OF A LETTER.
 Since a memo moves from ONE DEPARTMENT TO ANOTHER or
 From one employee to another, it is essential to write the NAME OF THE PERSON
SENDING THE MEMO and the NAME OF THE RECIPIENT AND THE DESIGNATION OR
DEPARTMENT OF BOTH THE PERSONS.
 The words ‘FROM’ and ‘TO’ are invariably used in a memo.
 There is NO SALUTATION
 The writer’s signature is put without writing the Subscription or COMPLIMENTARY
CLOSE.
 The memo is PROPERLY DATED, is written in a direct style, and is AS BRIEF AS
POSSIBLE.

31. CIRCULAR LETTERS
 Circular letters are one of the oldest forms of business communication.
 Circular letters can be defined as letters used to circulate any message to a huge
number of audiences simultaneously.
 It is one of the cost-effective methods of circulating information among many
people or can also be used to introduce a new product in the business product
portfolio.
 Circular letters can also be used in social, political and personal matters, apart
from business purposes.

32. OBJECTIVES OF CIRCULAR LETTERS
 Send messages
 Announcement of a new policy
 Declare a new rule or regulations
 Post a notice

33. TYPES OF CIRCULAR LETTERS
 Circular letters can be classified into two categories-
 Internal Circular Letters
 External Circular Letters

34.  Internal Circular Letters
 Internal circular letters serve the following purpose-
 a) Announcing a new business strategy
 b) Announcing a competition
 c) Declaring a change of address
 d) Organising a meeting and inviting people
 e) Announcing a change in the company’s name
 f) An announcement of a social event

35. EXTERNAL CIRCULAR LETTER IN BUSINESS COMMUNICATION
 A firm or used to announce the following events:
 a) organisation will often send external circular letters to those outside the
company. They are Change of address
 b) Change in the name of the company
 c) Social activities
 d) Company acquiring a new product,
 e) Altering the product’s pricing, service, or policy

36. POINTS OF DIFFERENCE CIRCULAR LETTER
BUSINESS OR OFFICE
CIRCULAR LETTER
1. Purpose
This letter is used to serve
a social, individual
commercial purpose.
This letter is used for
commercial and or business
purposes.
2. Heading
The heading is not
necessary for the circular
letter.
An attractive heading is
essential for a business
circular letter.
3. Error
A slight error is accepted in
such a letter.
This letter must be free
from errors.
4. Branch
A circular letter is the
branch of the commercial
letter.
A business circular letter is
the branch of a circular
letter.
5. Attractiveness
The circular letter may be
less attractive.
The business circular letter
must be written in an
attractive way.
6. Circulation
It can be circulated by any
individual or organization.
Only business firms
circulate such a letter.
7. Creation of confidence
Creating confidence is not
the only purpose.
The creation of confidence
is the major focus of such a
letter.
DIFFERENCE BETWEEN CIRCULAR LETTER AND BUSINESS CIRCULAR LETTER

38. NOTICE
MEANING - Notices are a means of formal communication targetted at a particular person or a
group of persons. It is like a news item informing such person or persons of some important event.
This can be an invitation to a meeting, an announcement of any event, to issue certain instructions,
make appeals etc.
CONTENTS OF NOTICE
• Name of the issuing agency (school, etc)
• Date of issue/release of the notice.
• Title/Subject of the Event (what?)
• BODY-Date/time/duration/Place/Venue (when and where?)
• Authorized signatory: Name and signature (contact details)

39. NOTICE – FORMAT