meetings+ +agenda+and+minutes

8/8/2019 Meetings+ +Agenda+and+Minutes

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AGENDAAND MINUTES


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Agenda and Minutes of Meeting

GeneralThe function of organizing a meeting progresses

through the following three phases:

1. ThePreparatory phase

2. The Conductphase

3. The Follow-up phase

The overall responsibility for the organization of

the meeting is that of theSecretary.


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The Purpose of the Meeting, is the starting pointof all preparatory actions.

The aim of the meeting should be clearandunambiguous.

In case the aim is not clear, the agenda will not beclear.

Meetings are heldperiodically. They can be weekly,monthly, quarterly or annual.

The agenda for such meetings are normally fixed.

Once the purpose of the meeting is clear, thepreparatory actions can commence.

The agenda can now be set to prepare theparticipants to attend the meeting.


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AGENDA

The function of the agenda and minutes is toensure that the group decision making process in a

meeting runs smoothly and to ensure the

cohesiveness of the group.

A well structured informative agenda is absolutely

necessary for a successful meeting.

The agenda should outline the specific items to be

discussed; name the person responsible forbringing up the topic; the time allotted for each

item; any supporting information to be reviewed

and any preparation required by the members.


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AGENDA

An agenda for a meetingshould be prepared well

in advance. It should include a list of things to be

discussed. It should contain the following

components:

1. Name of the organization and location.

2. Day, date, year, time and place of meeting tobe convened.

3. Minutes of the previous meeting.4. Various issues to be discussed.

5. Signature of the concerned authority orSecretary.


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AMeetingAgenda:

Makes sure all group members are adequatelyprepared for the meeting.

Makes sure each agenda item is raised byspecific persons and achieves the desired

outcome.

Prevents waste of time during the meeting.

The order of listing the agenda should conformto the order in which the items would be

discussed during the meeting.


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Meetings can be held for various purposes:

Reviewing the state of progress of variousactivities.

Take up issues on which decisions have to be

taken.

Sharing of information.

All of the above.

It is therefore quite clear that a decision/action is

not always required.


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Example of anAgenda__________________________________________________________

Reddys Company

Allahabad

Ameeting of the FinanceDepartment is scheduled to be held on Wed,Aug, 29

2007 at 3:30 p.m. in Racchus hall. The agenda for the meeting is:

1. Confirmation of the minutes of the last meeting.2. Review of action to be taken against latecomers.

3. Finalization of the summer training schedule.

4. Penal deductions.

All members of the FinanceDepartment are requested to be present for the

meeting.AbhishekDahuja

Secretary

Enclosure: Minutes of meetingheld onAug 22, 2007_____________________________________________________________


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MINUTES

1. Are aformal recording of the proceedings of a meeting.2. Are written to ensure that all relevant issues being discussed

are put on record and can be cross - referred to by members ofthe organization at a later date.

3. Provide a detailed record of the discussions and are always

written in reported speech form.Direct quotations areavoided.

4. Emphasize the main points of a discussion, the conclusionsarrived at and the recommendations made.

5. Are written by the Secretary of the company or by the council

or a person especially designated for the task.6. Are signed by the Chairman only after everyone has approvedit. In the event of any controversy regarding the recording ofissues or even details, there is further discussion. Only wheneveryone is satisfied, do they sign the minutes, which acts as aseal indicating acceptance.


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MINUTES

Effective minutes do much more than recordingthe procedure and outcome of the meeting.

Minutes aid in maintaining the record of who

participated in the decision making process;what are the decisions made and who is

responsible for implementing them.

Minutes are generally recorded in two parts:

- Discussion.

- Decision. (Normally recorded as resolutions.

Uses the expression, It has been resolved to . . .)


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Recording of Minutes

-Details of the person who initiated thediscussion.

- Details of the participants who took part in

the discussion along with the gist of theircontribution.

- Record of the decisions arrived at.

-

Record of the directions/instructions passedby the Chairman.

- Details of the person/dept. who should take

action.


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- Minutes are records of discussions, which take place in

regard to an item.

- The Secretary of the meeting records minutes.

- Ameeting shows the following:

The details that should be present in minutes are as

follows:

1. Name of the organization.

2. Specification of the place, date, month, year and time.

3. Name of members, listed in order of seniority. The designationof officers may also be specified.

4. Name of the Presiding Officer should be listed above thenames of the members for greater emphasis.


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5.Names of members who wereinvited for the meeting but could

not make it are also listed in aseparate column.

6. Specification of the agenda.

7.Details of dissension, if any.8. Record of details.

9.Signature of the Secretary and the

Presiding Officer.10. Vote ofThanks.


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Expression and Language used

Some phrases and expressions used in therecording of minutes are as follows:

-Mr. Ram briefed all those present.

- Mr. Shyam was of the view

- Mrs. Alpana suggested

-Mrs. XYZ presented.

- The Chairman expressed concern..

- The Chairman appreciated..


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Some of the discussions end in decisions by theparticipants.

In arriving at such decisions the suggestions/opinions are taken into account.

The amount of detail to be recorded in thediscussions part should be such that no important

issues are missed out. Normally the first minute which is recorded is

that the meetinghas been initiated. This can berecorded as under:

- The Chairman called the meeting to order . . .

- The Chairman welcomed all the participants to

the meeting . . ..


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There is no one way of organizing the minutes

of a meeting but there are certain widely held

conventions. The title, Minutes, the name of the group and

when the meeting took place, are recorded at

the top of the document. Most groups also record in the minutes who

attended the meeting and who was granted

leave of absence.

Normally, the order of recording the minutes

will be similar to that of the agenda.


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Follow-up phase

Circulation of Minutes

Minutes are recorded in draft form - preparednormally within 24 hours.

Draft minutes are circulated to all the

participants. Comments asked for and if any received, they are

examined and necessary amendments made.

Customary to add a sentence at the end of the

minutes, or in a covering letter under which theminutes are circulated, which could be as follows:

In case no comments are received by (date), itwill be deemed that the minutes are agreed to.


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Examples of an

Agenda and Minute


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ANotification is to be issuedfor a Student Council Meeting.

This is how the notification

will read.


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DraftAgenda


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Specimen Draft Minutes


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