This document provides information about notices, agendas, and minutes for meetings. It defines each term and outlines best practices. A notice informs people about an upcoming meeting by including the name, place, date, time, purpose. An agenda is a list of items to be discussed, generally prepared in advance by the secretary. It should be organized logically. Minutes are the official record of the meeting, including discussions, conclusions, tasks. They are signed by the secretary and chairperson.

1. Notice, Agenda & Minutes of
Meeting

2. Notice (defined)
 A notice is a written or printed news usually
displayed publicly.
 A notice can also be defined as a format
designed to convey the same information to
a number of different people.

3. Notice
 Note1: we issue notices to inform, advertise,
instruct and warn.
 Note2: notices are displayed at public places
such as railway stations, bus stands,
hospitals, schools, colleges, universities,
govt. offices etc.

4. Qualities of a good notice
An effective notice:
 Should be accurate, clear, concise and decisive.
 Uses correct, unambiguous, appropriate and polite
language.
 Has short words and sentences.
 Uses an attractive layout
 Carries separate paragraph for each separate idea
and numbering of paragraph for better
understanding of the reader.

5. Qualities of a good notice
 Be reader-friendly – appealing, convincing and
understandable.
 Uses paper that is large enough for the message but
not too large for the notice board.
 Is typed in a manner that it could be read easily from
a distance.

6. Notice for convening a meeting
A notice for convening a meeting contains
following items.
 Name of organization
 Place of meeting
 Date and time of meeting
 Type of meeting (e.g. committee meeting,
annual general meeting etc.)
 Purpose of meeting

7. Notice for convening a meeting
Note
The notice is circulated to the members and
those who are supposed to attend the
meeting and sent within reasonable time,
generally two weeks in advance.

8. Agenda (defined)
 Agenda is an official list of things to be done or dealt
with at a particular meeting.
 An agenda is a list/programme of items to be
discussed at a meeting.
Note
An agenda is generally prepared by the Secretary of
the organization/committee in consultation with the
chairperson and distributed to the members before
the meeting.
An agenda is signed by the Secretary

9. Writing agenda (hints)
 Make a list of those, who will attend the meeting.
 Make a list of items/subjects to be discussed in the
meeting.
 Note the purpose of including a topic in the agenda.
The motive may be seeking information,
brainstorming, discussion, making a decision etc.

10. Writing agenda (hints)
 Don’t include inappropriate points/items.
 Note which people are related to which topic.
 Make a possible list of objectives for the
meeting and review the agenda according to
those objectives.

11. Writing agenda (hints)
(finalizing agenda)
 Chose only one are two objectives unless absolutely
essential.
 Make a final list of people and topics according to
objectives.
 Arrange the topics in logical order.
 Estimate time for each topic.
 Arrange the items according to urgency and
importance.

12. Standard format of agenda
1. Heading: the name of the body holding the
meeting, place of the meeting, date and
time of the meeting
2. Apologies for absence
3. Minutes of previous meeting
4. Matters arising: only minor items

13. Standard format of agenda
5. Special items: those items on agenda which
have origin in the following:
a. Minutes of the previous meeting
b. Items received from the members
c. Correspondence
d. Action taken and events from the last meeting
e. The chairperson and other officers

14. Standard format of agenda
6. Correspondence: related to particular item
of business
7. Any other business: it’s necessary to give
members a chance to discuss matters
arising after the agenda was prepared.
8. Date of next meeting: the date convenient
to majority of members is chosen

15. Types of agenda
 Skeletal agenda and
 More informative agenda
Difference
 Skeletal agenda uses terse (cryptic)
language. Phrases and not sentences used
in this type of agenda.
 In more informative agenda both phrases
and sentences are used.

16. Language used in agenda
 Four important features of language used in
agenda:
 Brevity or economy
 Clarity
 Informativeness
 relevance

17. Why agenda is necessary?
Fruitful meetings keep organization moving. (no
decisions can be made from loosely
organizes meetings.)
If a meeting has well planned agenda or a
definite purpose, then it will be fruitful
otherwise, it would be a waste of time.

18. Main advantages of agenda
 Confirms the date, time and place of meeting
 Directs the course of meeting
 Prevents digressions (diversions)
 Gives members time to think, form or seek
opinion or collect information
 Presents manageable list of items
 Helps members to come to a consensus.

19. Minutes (of meeting)
Definition
 The official record of discussion held and
decisions taken at a meeting are called as
minutes.
Note: the minutes are generally written by the
secretary of the committee, who holds the
meeting and signed by both the secretary
and the chairperson.

20. Contents of minutes
 The main points of discussion,
 The conclusion reached,
 The recommendations made and
 The tasks assigned to individual members
and groups.

21. Importance of minutes
 Minutes serve as an aid to memory.
 Minutes provide a basis for action.
 Minutes also act as a means of informing the
absent members, about the discussion held
and decisions taken in the meeting.

22. Types of minutes
1. Action minutes,
2. Narrative minutes and
3. Resolution minutes

23. Types of minutes
 Action minutes:
this type of minutes give an account of what
is to be done according to decisions taken in
the meeting.

24. Types of minutes
 Narrative minutes:
This type of minutes give a full account of the
proceedings of the meeting.

25. Types of minutes
 Resolution minutes:
These minutes act as a record of the
decisions taken and resolutions passed in
the meeting.

26. Format of minutes
1. Name of the organization
2. The date, time and place of meeting
3. The number of meeting if it is in a series
(e.g. fifth meeting of the Board of Studies)
4. Name of the chairperson of the meeting
5. Names of the members present, of those
who could not attend and those who
attended by special invitation

27. Format of minutes
6. Minutes of the last meeting; whether they
were read, confirmed and signed.
7. Subjects discussed: summary of discussion
and decisions taken
8. Date of the next meeting
9. Signature of the secretary and the
chairperson.

28. Thanks