The presentation talks about the fundamentals of writing an agenda, notice and meetings formally in many occasions

1. A Session
on
Notice, Agenda & Minutes

2.  The statement that contains the particulars of
holding a meeting is known as notice.
 A notice is a formal means of communication.
 It is one kind of request to the members for
attending the meeting.
 The date, time, place and agenda are informed
through the notice.
2
Notice

3.  Whenever an organisation convenes a meeting
such as Governing Body, Executive Committee,
Finance Committee or any other official
meeting, notice should be issued or circulated
well in advance to the members concerned to
come prepared for the meeting.
3
Notice

4.  Use the organization letter head
 Clearly state the date, time and venue of the
meeting
 Specify the reason ( agenda) for the meeting
 Mention the name and designation of the issuing
authority
 Mention the authorities to whom the copies are
sent as Cc at the right/left bottom of the page
4
Drafting a Notice

5. Notice
Notice is hereby given that the second meeting of the Board of
Directors will be held at the registered office of the company at 3.30
p.m. on Friday April 13, 2018.
…………………
A.F.M. Hasan
Secretary
Cc:
The Chairman
Members of Board of Directors
A notice (without agenda)
Confidence Cement Limited
32, Motijheel C/A
Dhaka-1000
April 6, 2018

6. Notice
Date: 20.08.2009
The students of BA (Hons.) in English, B.Sc.(Hons.) in Economics, B.Sc.
in CSIT and other undergraduate programs are requested to take
clearance from the Account Section for payment of their tuition and
other fees up toSummer,2009 on any working day from 26.08.2017 to
07.09.2017 and deposit the fees into the Bank just after getting clearance.
Otherwise, they will not be issued Admit Cards for the Semester
Final Examination,2017.
………………………..
Prof. Azmot Hosain
Controller of the Examination
Copies Distribution
Deputy Director of Accounts
Asst. Registrar (P.O. to VC)
All Faculties in Charge
All classes of the undergraduate programs
Office copy

7.  Agenda comes from the Latin word agendum
(singular) which means ‘a thing to be done.’
 Agenda is a document that outlines the contents of a
forthcoming meeting.
 It is usually sent along with the notice of the
meeting.
 Basically agenda is a statement of business or
assignment to be discussed in the meeting on which
minutes and decisions are taken thereafter.
7
Agenda

8.  Agenda should be specific and clear to all authorized
person.
 It is the route map of the meeting.
 The agenda may be a part of the notice or may be
attached as an annexure.
 The convenor/secretary prepares it in consultation
with the chairperson and gets his approval.
 The items of agenda should cover all that is
necessary to be considered at that time.
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Agenda (Cont.)

9. The items may be set up from:
(a) Previous minutes
(b) Suggestions received
(c) Actions and events since last meeting
(d) Correspondence of the organisation
The agenda contains routine items as well as special
ones.

10. Numbering in Agenda
Two types
a. 1,
2,
3 …
b. 2.1,
2.2,
2.3 …
Type a – Serial Numbering
Type b – Begins with the serial number of the meeting
as the first digit and the number following the decimal
to indicate the meeting number

11.  The First Point is always ‘Review of the previous
meeting’ if any
 What has been discussed in the previous meeting
and the status of the completed and pending work
 The other Points pertain to the discussion of various
issues, in the order of priority
 The last point is ‘Any other matter’
 Any other issue which has arisen after the
notification or which any member brings up during
the meeting
11
Agenda -- Format

12. Notice
Notice is hereby given that the second meeting of the Board of
Directors will be held at the registered office of the company at 3.30
p.m. on Friday April 13, 2018.
The agenda is attached.
Agenda:
2.1 Review of the previous meeting †
2.2 Proposal to start a new unit
†
2.3 Salary revision †
2.4 Conduct of the General Body Meeting †
2.5 Any other matter
…………………
A.F.M. Hasan
Secretary
Notice with Agenda
Confidence Cement Limited
32, Motijheel C/A
Dhaka-1000
April 6, 2018

13. Agenda for the Second meeting of the Board of Directors to be
held at 3.30 p.m. on Friday April 13, 2018 at 32, Motijheel
C/A, Dhaka
2.1 Review of the previous meeting †
2.2 Proposal to start a new unit
†
2.3 Salary revision †
2.4 Conduct of the General Body Meeting †
2.5 Any other matter
…………………
A.F.M. Hasan
Secretary
Confidence Cement Limited
Dhaka-1000
April 6, 2018

14. Minutes is a note of summary covering points to be
remembered.
• a chronological written statement of resolutions
taken in meeting
• the elaborate discussion of the agenda
• a list of motions and resolutions adopted after
detailed discussion of persons attended in the
meeting, preserved it for decision making and
policy implementation.
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Minutes of the Meeting

15. It is to be mentioned that the minutes requires to
be approved by the participating members of the
meeting.
 The minutes must be concluded by the
signatures of the Chairman, secretary, and other
authorized person of the meeting.
Even if there are emotional moments in a meet,
the minutes are written in an unemotional
manner, are cool, factual, impersonal, and
impartial.
15
Minutes of the Meeting

16.  Checklist
 Letterhead
Date to the right margin
Introductory sentence – Nature of meeting, date,
venue and time
List of members who attended the meeting
Content in past tense, reported speech
Concluding sentence – Note of Thanks and concluding
time
Signature and designation of the convener
16
Format

17.  Report of the meeting conducted
Elaborates on the discussions held and the
decisions taken on the points in Agenda
 Lists the names of persons who are assigned with
specific responsibilities
17
Format

18. MINUTES OF THE MEETING
Confidence Cement Limited
32, Motijheel C/A
Dhaka-1000
Minutes of the Board of Directors’ Meeting held on 12 July 2017 at 5.00
p.m. in the company’s conference hall.
The meeting chaired by Mr. G. Bhasha Managing Director Narmadha
Rubber Industries commenced at 5.00 p.m.
The following members were present.
Mr.G.Bhasha Managing Director
Mr. K.Guptha Director, Planning and Development
Mr.N. Naresh Director Finance
Mr. G.Gogul Krishnan Director Marketing and sales
Mr.R. Rajevan Director Purchase
Mrs.s.Helen Director Human Resource
Mrs Pamella Manager Office

19. Agenda 2.1 Review of the Minutes of the previous
meeting
†
 The Managing Director discussed in detail about
the content of the previous meeting held on 12
march 2017 and all members showed their
satisfaction and appreciated the efforts taken by the
concerned people who have completed all the
assigned works.

20. Agenda 2.2 Setting up a new Unit
 All the members agreed to the proposal submitted
by the Director to setting up a new unit in Kerala
considering the congenial atmosphere, and the
particular work was assigned to the Director,
Planning and Development and he was requested to
submit the project proposal before August 2009.

21. Agenda 2.3 Salary Revision
The Human Resource Director submitted the
proposal for enhancing the salary of all employees
from August 09 by 25% of the previous salary. All
members welcomed the suggestion quoting the
profit of the company.

22. 2.4 Conduct of a General Body Meeting
 The office manager informed the members that
the last General Body Meeting was conducted five
years back in September 2004, hence it would be
appropriate to conduct the next meeting by
October 2009. All the members agreed and
instructions were given to the manager to send
the invitation to all members.

23. 2.5. Any other matter
 The Managing Director informed all the members
about the market conditions and asked them to
be careful in their business dealings.
 The Director, Purchase emphasized that the
procurement of raw materials is becoming more
and more difficult. The members advised that the
company should also look for new suppliers from
other countries. With this the Director thanked all
members and the meeting came to an end at 7.00
p.m.
 Director

24. 1. Definition:
– Agenda: is an official list of things to be done or
dealt with at particular meetings.
– Minutes: The official records of discussions held
and decisions taken at a meeting are called
minutes.
2. Preparation:
– Agenda: drawn up by the secretary in
consultation with the Chairman.
– Minutes: are generally written by the secretary
of the organizational unit.
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Difference between Agenda and Minutes

25. 3. Purpose:
– Agenda: Gives the members an idea about the
topics to be discussed.
– Minutes: Preservation of the resolution of the
meeting for future reference.
4. Authority:
– Agenda: Top level management gets and things
over the agenda.
– Minutes: All members at the meeting discuss
and take decisions
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Difference between Agenda and Minutes

26. 5. Read out
– Agenda: At the beginning of the meeting it is read
out.
– Minutes: At the next meeting it is read out.
6. Approval
– Agenda: It need not requires to be approved earlier.
– Minutes: It needs to be approved by the members
at the next meetings.
7. Where Written
– Agenda: It is generally written in the notice board.
– Minutes: It is written in the company's minutes
book.
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Difference between Agenda and Minutes