Agenda and Minutes of the meeting

Meeting
Three phases:

A) The Preparatory Phase

B)The conduct Phase C)The Follow-up Phase

Purpose of the Meeting

Meeting Can be held for various purposes: Reviewing the state of progress of a

project/activity Sharing of information Issues on which decision have to be taken

It should be clear
Periodical meetings-review meetings-fixed

agenda Specific action meetings

Cycle of a meeting
Agenda drafted Minutes Approved & Dispatched

Agenda approved

Minutes Amended by chairperson

Chairperson /Secretary briefing meeting

Draft Minutes Typed

The Routine Administration

The participants
To lead( the chairperson)

To support(secretary)
To contribute To observe

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

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

 After the meeting:

Complete action points within deadlines agreed Read & respond to minutes

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 appropriately Show common courtesy Note personal action points

Agenda
Function- to ensure group decision process

smooth, 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.

Thus a meeting agenda:

Make sure all group members are informed and

prepared 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 planned manner It facilitates good time management It brings focus in all discussions

Agenda
Comprises of items to be discussed in the

meeting. 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

Order of the items :

Members determine the record(minutes) of the

last meeting is accurate and pass it Items for review Items requiring decision Items meant for sharing information Miscellaneous

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

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

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 should take action If the exact words of importance they arte recorded as such otherwise only gist to be recorded.

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

 The first minute would be

the Chairman welcomed 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

 When you want to make a motion ,attract the

Chairs 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 will call for the immediate vote. If you want any clarification ask Chairs attention and say I rise for Information or point of information

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.