The preparatory phase The conduct phase The follow up phase

Just as a good script is the key to a plays success, a well structured, informative agenda is absolutely necessary for a successful meeting

Item No. 1.01 1.02 1.03 1.04

Description Confirmation of the minutes of the previous meeting Review/ follow up points of the previous meeting Deciding a date for the freshers day party Discussing other aspects such as venue, list of invitees, entertainment, finance Deciding the menu Appointment of teams to assist the council members Any other matter with the permission of the chair

To be presented by Chairman Mr ________________

1.05 1.06 1.07

It outlines the specific items to be discussed It names the person responsible for bringing up the topic It specifies the time allocated for each topic Preparation required from the participants can be undertaken Meeting time can be used for resolving problem and decision making

The aim should be clear and unambiguous. If the purpose of the meeting is clear the agenda will be clear as well

a)Review meeting b)Specific purpose meeting ( analysis and preparation for a market survey of a specific product c) Decision making d)Sharing of the information e) All of the above

Members determine that the record of the last meeting is accurate, and consider it passed Items for review Items requiring decision Items meant for sharing information

It records the procedure and outcome of the meeting It maintains the record of who participated in decision making Documents what are the decisions made Names the people who would be responsible for implementing the decision

The details of the person who initiated the discussions The details of the participants who took part in the discussion along with the gist of their contribution A record of the decisions arrived at A record of the direction/instruction passed by the chairman The details of the person/ department, who should take action

The chairman welcomed the . Mr ABC briefed all those present .. Mr XYZ was of the view Mr A Singh suggested .. Mr KLM presented The chairman expressed concern . The chairman appreciated . ( The title Minutes, the name of the group and the time of the meeting are recorded at the top, who attended and who was granted leave of absence)
a) b) c) d) e) f) g)

Some conventions that are followed in very formal meeting When you want to make the motion, attract the chairs attention by raising your hand. ( I wish to move/amend the motion .) ( I wish we table the motion ) ( I rise for information)

Circulation of the minutes They are prepared in draft form within 24 hours Draft is circulated to all participants Comments are asked and they are received and amendments are made ( In case no comments are received by (date) it will be deemed that the minutes are agreed to)