Agenda and Minutes of a Meeting

MBA Semester-I

Meeting
Meeting is a coming together of an assembly to have a focused conversation that has a specific purpose mentioned in its agenda.

Why have a meeting?

To solve a problem. To make a decision. To develop a plan. To gather or convey information. To get a response to information. To attain approval/ reach consensus. To establish rapport / understanding. To clarify responsibilities. To create a sense of team work.

Purpose of a Business Meeting

Sharing information.

Comparing notes of the findings of different

members. Solving certain problem. Taking action through mutual consent. Performing certain social responsibilities.

Essentials of a Meeting
Proper timely notice and agenda.

Attendance of minimum number of members.

Chairperson. Minutes of the Meeting duly recorded.

Types of Meeting
Informational Meeting

Problem Solving Meeting

Change facilitating Meeting

Phases of a Meeting
THE PREPARATORY PHASE

THE CONDUCT PHASE

THE FOLLOW UP PHASE

The Preparatory Phase

1.

Deciding when to hold a meetingi. When it is a legal compulsion.

ii. When the individuals tasks are interdependent. iii. When the job is beyond the capacity of one person. iv. When some important information is to be conveyed immediately. v. When important decision is to be taken with common consensus.

2. Preparing Agenda of the meeting- Agenda

comprises of the items or points which are going to be discussed in the meeting. a. It enables the person concerned to participate. b. It enables the participants to prepare for the meeting. c. It channelises the discussion in a predetermined and planned manner. d. It facilitates good time management. e. There is a focus in all the discussions.

3. Preparation of the Agenda

4. Preparing a NoticeFor every meeting timely notice must be sent to the concerned members stating the time, location, date, agenda and possible length of the meeting.
5. Arrangements

in respect of the

participantsi. Travel arrangements ii. Accommodation arrangements iii. Pre-meeting briefing iv. Reception and transport arrangement from airport/ railway station to the hotel and for the meeting v. Any secretarial help if required by the participants.

6. Arrangements for the conduct of the meetingi. Car parking facilities.

ii. Conference room, LCD, Provision of stationery, internet connectivity, etc iii. Arrangement for meals and refreshments, if required.

7. Meeting Room Seating ArrangementsTheatre style School Room Style Banquet Style T- Formation Participative

The Conduct Phase

1. The beginning of the meetingThe Chairperson starts with a positive and cheerful tonei. Clarifies the goals to be accomplished ii. Provide necessary background information and explain the context of the meeting to all the members. iii. Tell how the members present can contribute to the solution of the problem within the time constraint.

2. Conducting

Business

i. Encourage participation of members.

ii. Keep the discussion on track. iii. Avoid criticising and commenting in destructive way. iv. Handle the members differences tactfully and impartially. v. Enhance the value of members comments. 3. Recording of Minutes. ( Secretary) 4. Concluding

the Meeting

4. Concluding

the Meeting-

i. Tell that the time is almost over. ii. Summarise the accomplishments of meeting and future course of action. iii. Convey thanks to the group of members for their constructive and creative contributions. iv. Decide the date for next meeting, if required.

The Follow Up Phase

1. Secretary should record the minutes and the minutes
should be concise and duly numbered. 2. Circulation of the Minutes to all the members within 24 hours of the meeting.
Note- It is customary to add a sentence at the end of the minutes-

In case no comments are received by..(date) it will be deemed that these minutes are agreed to.

Thankyou