This slide contain huge information about minute and meeting ۔

1. Meetings
Agenda and Minutes of Meeting

2. Meetings
• Meetings are very common in organizations.
• They serve as channels of oral
communication among the members of the
meeting.
• They are supported by written communication
like notices to bring people together, agenda
to structure the meeting, minutes to record
the proceedings and reports to pass the
information to the higher authorities.

3. Meetings
• A meeting is get-together of a group of
persons to discuss ways and means to
deal with a specific time-bound task
assigned.
• The members of the group share
common experience, common concern
and common interests.
• Unless there is clarity in the purpose, the
meetings may turn out to be a frustrating
and wasteful effort.

4. Why are Meetings Held?
• To convey information to the members.
• To gather information from the members.
• To exchange ideas and experiences
among the members.
• To brief members on plans, working
and performance and to instruct
members.
• To discuss problems and issues of
common interest.

5. Why are Meetings Held?
• To convince members to accept
changes.
• To resolve conflicts and confusions.
• To take decisions of matters affecting
the group or the organization.
• To generate a positive attitude among
the participants.

6. Procedure of Convening a Meeting
• The chairman of the group usually
convenes the meeting.
• However, any other member authorized
by him or her may also convene the
meeting.

7. Procedure of Convening a Meeting
• Whosoever calls the meeting should
keep in mind that the announcement of
the meeting must be made in the form of
a notice mentioning the date, time and
venue in writing and sent to all members
along with the well-defined agenda.

8. Proper Notice
• A proper notice of the meeting should
be given to every member entitled to
attend.
• The notice should be in writing and must
be given before the specified number of
days from the date of the meeting.
• The notice must specify the date, time
and place of the meeting and the
nature of business to be transacted
therein.

9. Proper Notice
• The notice must also state that members
are allowed to appoint proxies
(authorization given to deputy) or send
representatives.

10. Minutes of the Meeting (Recording)
By minutes we mean a concise and
accurate official record of the decisions
taken at the meeting.
After the meeting, the facilitator must
complete all the tasks of getting the
meeting minutes written and distributed
as soon as possible, sending copies,
information and reports to concerned
and affected persons.

11. The Function of Minutes
 to confirm decisions
 Record agreed actions
 record responsibilities
record date by which an action is to
be completed.
 inform those who did not attend the
meeting
Inform other affected and concerned
persons about outcomes
Serve as a record of the meeting’s
discussion.

12. Minutes of the Minutes
Most meetings do not need detailed
discussion to be recorded.
The focus is on three categories of
information— decisions reached, action
items that are to be followed up (indicating
who is assigned the task and the deadline)
and open issues.
This record becomes the starting point of
the next meeting and also a reference
for future meetings.

13. Contents of Minutes
• The kind of meeting with date, time and place.
• The name of the person in chair, and the name of
directors, secretary persons in attendance in board
meeting and the number of members in general
meeting.
• The names or numbers of absentees.
• A brief subject heading of each minute with the
resolution adopted.

14. Contents of Minutes
• Minutes should be entered in the
book specially kept for the
purpose.
• The minutes must be recorded in point
forms, each minute being separated from
the other by the number and appropriate
heading.

15. Essential Part of Minutes
• Name of chairman of the meeting, names
of members present (list is attached) if
there are many names.
• Signature of chairman.

16. Essential Part of Minutes
• Minutes of the meeting of the Board of
Directors of Sadguru Trading Corporation,
Ltd., held at the Registered office on
March 12, 2012, at 4:00 P.M.
• The following members were present:
• Mr.ABC, Chairman and Director
• Mr. XYZ, Director
• Mr. GHI, Director
• Mr. JKL, Director

17. Essential Part of Minutes
• In attendance:
• Mr. LMN, Secretary
• Mr. PQR, Solicitor
• Mr. MNO and Mr. RST had intimated their
inability to attend, and were granted leave
of absence.

18. Essential Part of Minutes
• Names of persons “in attendance”, i.e.,
any invited officials like the auditor, the
solicitor, who are not members of the
meeting.
• Names of persons who are not present.

19. Principles of Recording Minutes
1. Brevity (to the point)
• A minute is a selective, not verbatim
record.

20. 2. Clarity
• Clarity is essential for good
communication.
• Those who were not present should be
able to understand what happened at the
meeting from reading the minutes.
• All references should be specific, relevant
and accurate.

21. 3. Decisiveness
• Decisions/ resolutions should be
conveyed clearly.
• The language of actual resolution or
decision should be reproduced.

22. 4. Immediate Recording
• The minutes should be written as
soon as possible after the meeting.

23. •Agenda of a Meeting

24. Agenda
• Agenda is a list of items to be discussed
at the meeting.
• It is usually sent with the notice of the
meeting, but it may be sent later if it
takes time to prepare it.

25. Agenda
• An agenda is a clear plan for meeting.
• Creating an agenda forces you to consider
why you are having a meeting, what you
hope to accomplish.

26. Agenda
• All the items included in the agenda must
be serially arranged.
• The agenda is prepared by the
secretary in consultation with the
chairman of the company.

27. Agenda
• The order of the items in the agenda cannot
be changed during the course of the
meeting except by the consent of the
members.
• The chairman of the meeting must take care
to decide the order in which the items are to
be put on the agenda, especially if there are
likely to be controversies over any of the
items.

28. NOTICE OF A
MEETING
SUN AIR ENTERPRISE
LTD
-
Date----------------
--
NOTICE
Notice is given hereby to all the members that the next meeting will be held
on 17 Dec, --- at 11:00 am in the conference hall2.
Agenda
1. To read and approve the minutes of the meeting held on 25th Oct, 20—
2. To review the working of the Society and its Institutions.
3. To consider purchasing a building for the administrative office.
4. To consider appointment of new distributors for the Eastern region
Secretary
27

29. Guidelines for Agenda
• It should be clear and explicit.
• It should be in summary form.
• The routine items should be put first and
the others matters later.
• All the matters of similar or allied (related)
character should be placed near each
other on the agenda.

30. Guidelines for Agenda
• Minutes are written in simple past tense;
for example:
• The Secretary read out ……
• The Chairman informed…..
• The meeting ended……

31. Guidelines for Agenda
• Minutes of the items are written in
passive voice; for example:
• The minutes ……..were taken as
read and signed.
• The progress report for December
was presented.
• The next meeting was fixed for…

32. Guidelines for Agenda
• Impersonal passive voice is used for
recording decisions and resolutions. For
example:
• It was decided to create a separate fund
for the purpose.