BUSINESS COMMUNICATION AND INFORMATION SYSTEMS

1. PRESENTATION ON
BUSNIESS MEETING MINUTES
AND AGENDA
PRESENTED BY
SANDIP KURIL
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INFORMATION SYSTEMS

2. IDEA OF THE TOPIC
• Agenda and Meeting minutes in Business
Organization ?
• It helps the organization to know the outcome of
meeting and recorded communication for further
reference view.
• Through the meetings, lot of suggestions,
feedback and remarks Can be list out.
• Members of organization come up with next topic
with good remedies.
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BUSINESS COMMUNICATION AND
INFORMATION SYSTEMS

3. AGENDA
• Meaning ?
• Its well Written form of the topic list which is to be
discussed in meeting based on current and
previous scenario.
• Effective planning of agenda leads to great chance
of being a success.
• It is Usually sent along with the notice of the
meetings.
• If the subject matter of the meeting is secret the
agenda may not be circulated.
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BUSINESS COMMUNICATION AND
INFORMATION SYSTEMS

4. IMPORTANCE OF AGENDA
• Preparation to discuss the topics accurately.
• It helps to take prompt decision.
• It can ensure covering all the topics that will be
discussed in a meeting.
• Helping to keep your meeting streamlined and focused.
• Meeting can exchange their thoughts and ideas
informally before holding the meeting.
• Shorten the amount of time.
• Responsibility Matrix can be clear.
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BUSINESS COMMUNICATION AND
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5. CONTENTS OF AGENDA
• Title of Agenda .. Meeting Called for / By
• WHO, WHERE, WHEN, Information.
• (Date, time, Location, conference / meeting room,
attendees, Special Individuals. Like……. Guest and
Speakers)
• Brief statement of meeting objectives.
(Ex: Outline of Key budget goals for FY-2015-16)
• Write schedule outline the main elements of the
meetings.
• Allocate time in the schedule for any special guest.
• Leave Extra Time for Q & A at end of the meeting.
• Provide an Outline of the discussion Topics.
• Check Agenda for Errors before closing the meetings
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BUSINESS COMMUNICATION AND
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6. CONCENTRED POINTS
• Schedule the most important topic fist.
• Stick to your agenda, but be flexible.
• Share the agenda with attendees before the meeting.
(Should be before a day or more in advance, may be as
order)
• Effective planning of Agenda can be Help a meeting run
a lot more smooth and therefore stand a greater chance
of being a success.
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7. SAMPLE FORMAT OF AGENDA
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8. SAMPLE FORMAT OF AGENDA
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9. SAMPLE FORMAT OF AGENDA
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10. MEETING MINUTES
• Meetings Minutes (MOM) is the official
Written record of the meetings of an
organization or group.
• Meeting Minutes describe the specifically
what was discussed in a meeting.
• Its capture the Essence of Meeting.
• Minutes mainly a record what was done at
the meeting, but not what was said by the
members.
• It also called as summery of the meeting.
• Its Property for an organization for further
reference to achieve the targets .
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11. IMPORTANCE OF
MEETING MINUTES
• Good reference for attendees and serve to
refresh the memories.
• Simple list of decisions and made actions
that need to be taken.
• Drive the action with all key information.
• Act as a measuring stick.
• State to leadership on an individual .
• Tool for sharing the outcomes of meeting
with the people who were unable to attend
the meeting.
• Offer legal Protection with confidentiality.
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12. * TERMS INVOLVED *
TO RECORD MINUTES
• Subject of meeting
• Venue , Date and Time
• Name of all attendees including guest,
speakers and those unable to attend.
• Objective of the meeting.
• Points discussed in the meeting.
• Decisions made out about each agenda.
• Actions made out and agreed to be taken in
reference to previous open points.
• Next meeting plan.
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13. FORMS OF RECORDING
MINUTES
• Video Recording
• Audio Recording
• Text Recording
( In Written Form )
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14. SAMPLE FORMAT OF
MEETING MINUTES
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15. SAMPLE FORMAT OF
MEETING MINUTES
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16. FILING AND STORAGE
• Once it finalized by committees, Board of directors,
Group or any institution. It filed for future
correspondence.
• Also store hard copies as well.
• Can be Stored in Online and offline.
Like ……
• Google Docs
• Sky drive
• External Hard Drive
• Filing
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BUSINESS COMMUNICATION AND
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17. SHARING AND DISTRIBUTION
• Share with Higher Authorities.
(Committee and Board Members)
• Share with all attendees who were present in meeting
and non attendees.
• Valid Document of Work assigned to respective authority.
• Its very important to secure the upcoming activities.
• Reflects the Positivity of meeting and significance of
topic.
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18. CONCLUSION
• Preparation of Agenda and Taking minutes is now
mandatory task in organization, because what have you
decided and write down with their reference will become
only the real record of the Meeting.
• Agenda and MOM is essential to move the business
entities in well form with proper planning, estimation and
to notice each and every transaction of business.
• It’s an Assets of an organization, which help to achieve
the desired goal of company.
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19. THANK YOU !!!
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