Agenda and Minutes of the Meeting

7/30/2019 Agenda and Minutes of the Meeting

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Agenda and Minutes of the meeting


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Meeting

Three phases:

A) The Preparatory Phase

B)The conduct Phase

C)The Follow-up Phase


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Purpose of the Meeting

Meeting Can be held for various purposes:

Reviewing the state of progress of aproject/activity

Sharing of information

Issues on which decision have to be taken

It should be clear

Periodical meetings-review meetings-fixedagenda

Specific action meetings


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Cycle of a meeting

Agenda drafted

Agendaapproved

Chairperson/Secretary

briefing meeting

The RoutineAdministration

Draft MinutesTyped

MinutesAmended bychairperson

MinutesApproved &Dispatched


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The participants

To lead( the chairperson)

To support(secretary)

To contribute

To observe


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The chairperson

Before the meeting:

Decides the need of meeting, identifies the

partcipants,approves the agenda, briefs the

minute taker

During the meeting:

Introduce newcomers & visitors, informs the

delegates of the agreed points, control the

agenda,controle participation After the meeting:

Approve the minutes within 3 days of meeting,

collect & assess any feedback,support

participants with their action points


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The minute-taker Before the meeting:Set up for meeting

Ensures that everyone knows where & when to attend

Prepare a detailed agend

Ensures distribution of information During the meeting:

Take the minutes

After the meeting:

Approach the chairperson or participants to clarify any

misunderstandings Prepare the minutes within 2 days

Ensures the minutes are approved and dispatched


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After the meeting:

Complete action points within deadlines agreed

Read & respond to minutes


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Participants

Before the meeting:

Request a meeting if necessary

Respond quickly to the invitation of meeting

Send item of the agenda in good time

Read the agenda & accompanying papers

Ensure the previous actions are complete

During meeting: arrive on time:

Contribute appropriatelyShow common courtesy

Note personal action points


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Agenda

Function- to ensure group decision processsmooth, goal oriented.

Features: agenda should outline specific items to

be discussed

Name of the person responsible for addressing

the issue.

Time allocated to each topic

Any preparation required Draft agenda well in advance n distribute among

the members for a change in agenda at the

Chairmans will.


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Thus a meeting agenda:

Make sure all group members are informed andprepared for the meeting.

Makes sure each item is raised by specific

persons and to desired outcome

Prevent waste of time during the meeting.

It enables the participants prepared for the

meeting

It channelizes the discussion in a plannedmanner

It facilitates good time management

It brings focus in all discussions


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Agenda

Comprises of items to be discussed in themeeting.

One should group the items department wise

within each department list all the points with

subject wise/individual concerned

These groups can be arranged in a logical

order/degree of importance

Each item group is numbered


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Order of the items :

Members determine the record(minutes) of thelast meeting is accurate and pass it

Items for review

Items requiring decision

Items meant for sharing information

Miscellaneous


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Conduct Phase of a Meeting

Each meeting must have an agenda

Each participant must be given adequate time to

prepare

Time management: each item/group must be

allotted some time for discussion.

Handling of awkward situation


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Minutes

Minutes are a record of discussion,secretory of the

meeting records minutes

Who participated in the decision making , what

were the decision taken and who is responsible

for implementing them

Two parts: Discussion

Decision


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Minute shows :

Secretary of the meeting

The detail of the person who initiated the

discussion

Participation who took part in discussion

A record of the decision arrived at

A record of the direction/instruction passed by the

Director/chairperson

The detail of the person/department who shouldtake action

If the exact words of importance they arte

recorded as such otherwise only gist to be

recorded.


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Some of the expressions used

Mr., ABC briefed all present..

Mr.XYZ was of the View

Mr. . BCD suggested

Mr.KLM Presented. The Chairman expressed Concern over.

The Chairperson appreciated

It was Resolved

The Chairman Instructed/directed/Suggested


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The first minute would be the Chairmanwelcomed all. .The Chairman Called the

meeting to order..

The Title Minute "the name of company/group

date, time, venue of the meeting at the top.

Who attended the meeting, headed by.. And

who were absent and on Leave with prior

permission

The order of the minute ideally should be similar

to Agenda


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When you want to make a motion ,attract theChairs attention by raising hand.

If the Chair decides a discussion ensues, after

enough discussion you can say that I move that

we table the motion if this seconded, the chair willcall for the immediate vote.

If you want any clarification ask Chairs attention

and say I rise for Information or point of

information


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Follow- Up phase Circulation of minutes: within 3 days be

circulated to all the members. Comments are

asked, if received they are examined and

amendments are made. Give the specific timing.


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Documents

Agenda and Minutes of the Meeting