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Agenda and minutes of meeting
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  1. 1. Unit -2 Writing process Agenda Minutes Notice By M . Bharani Eswari, Assistant Professor Department of Management Studies, Paavai Eng., College, Pachal.
  2. 2. 1. Planning Analyze the Situation Define the reason or purpose for writing and develop an audience profile. Gather Information Determine the needs of the audience and gather the information required to satisfy those needs. Select the Right Delivery Vehicle Determine the best medium (delivery vehicle) for communicating the message. Organize the Information Define the main communication idea and select a direct or an indirect approach.
  3. 3. 2. Write Adapt to the Audience Connect with your audience by being sensitive to their needs and using a “you” attitude. Build a strong relationship with the audience by establishing credibility and projecting your company’s brand image. Compose the Message Choose strong words that create useful sentences and coherent paragraphs.
  4. 4. 3. Complete Revise the Message Evaluate the content and review it for readability. If required, edit the content and rewrite it for conciseness and clarity. Produce the Message Use useful design elements for a clean and professional layout. Proofread the Message Review the communication piece for errors in the layout. Check the spelling and mechanics as well. Distribute the Message Deliver the message using the chosen
  5. 5. NOTICE • The shareholders’ meeting should be convened after 21 days’ notice. • A shorter notice could be given with the consent of the members having 95 per cent of the voting power or controlling 95 per cent of the capital of the company. • The notice should specify the time, place and date of the meeting along with the programme for the meeting
  6. 6. • It should be sent to every member of the company entitled to attend the meeting, to the legal representatives of the deceased members, and to the auditors of the company. • In the case of the directors’ meeting, the ‘Standing Orders’ of the directors will be followed by the Secretary.
  7. 7. Notice • The statement that contains the particulars of holding a meeting is known as notice. It is one kind of request to the members for attending the meeting. The date, time, place and agenda are informed through the notice. It may be oral or written. • “ A notice is the communication-verbal or written informing the persons entitled to attend the meeting about the time, date, place and the business of the meeting.” - S.K. Dutta
  8. 8. A notice (without agenda) Rajgarh Cement Limited 32, Annanagar chennai-600 000 October 1, 2009 Notice Notice is hereby given that the second meeting of the Board of Directors will be held at the registered office of the company at 3.30 p.m. on Friday October 10, 2009. ………………………… Ratan Khushwa Secretary
  9. 9. Notice Date: 20.08.2009 The students of BBA, L.L.B (Hons.), BA (Hons.) in English, B.Sc.(Hons.) in Economics, B.Sc. in CSIT and other undergraduate programs are requested to take clearance from the Account Section for payment of their tuition and other fees up toSummer,2009 on any working day from 26.08.2009 to 07.09.2009 and deposit the fees into the Bank just after getting clearance. Otherwise, they will not be issued Admit Cards for the Semester Final Examination,2018. …………………………. Prof. A. P. Mehta Pro-Vice Chancellor • Copies Distribution  Deputy Director of Accounts  Asst. Registrar (P.O. to VC)  All Faculties in Charge  All classes of the undergraduate programs  Office copy
  10. 10. Agenda •Agenda is a document that outlines the contents of a forthcoming meeting. It is usually sent along with the notice of the meeting. Basically agenda is a statement of business or assignment to be discussed in the meeting on which minutes and decisions are taken thereafter. • Agenda should be specific and clear to all authorized person.
  11. 11. A Specimen of Notice With Agenda Rajgarh Cement Limited 32, ANNA NAGAR CHENNAI -600000 October 1, 2009 Notice Notice is hereby given that the second meeting of the Board of Directors will be held at the registered office of the company at 3.30 p.m. on Friday October 10, 2006 Mr. V.K. Sharma Secretary • Agenda:  Confirmation of the minutes of the last meeting.  Matters arising from the minutes  Financial irregularities of company accountants.  Confirmation of the appointment of Auditor.  Date of next meeting.
  12. 12. Importance / Necessity of Agenda • Agenda is an official list of things to be done or dealt with at a particular meeting. It is drawn up by the secretary consultation with the Chairman. The importance or necessity of agenda is pointed out below:  It informs the persons to be attended at the meeting  Free discussion is possible  Decisions are taken easily  Exchange of opinions is possible before meeting  It ensures that only matters relevant to that particular meeting are discussed  It facilitates the preparation of the minutes. For Internal Circulation andAcademic Purpose Only
  13. 13. MINUTES MEANING • It is obligatory under the Companies Act for all companies to maintain a record of the proceedings of the meetings in a book called ‘Minutes Book’ kept for the purpose. • The object of writing and keeping minutes is to preserve in a succinct form a clear and correct record of the decisions taken at a meeting. • Great care should be taken in writing these minutes and they must be full, true and accurate.
  14. 14. Minutes • Minutes are the official record of the proceedings or a meeting. It usually show a concise and accurate record of decisions and resolutions. • Minutes is a chronological written statement of resolutions taken in meeting. It is taken on the elaborate discussion of the agenda. • It is a list of actions and resolutions adopted after detailed discussion of persons attended in the meeting, preserved it for decision making and policy implementation.
  15. 15. • It is to be mentioned that the minutes requires to be approved by the participating members of the meeting. • The minutes must be concluded by the signatures of the Chairman, secretary, and other authorized person of the meeting.
  16. 16. Preliminary Items  Name of the Organization;  Type of meeting (monthly, emergency, special);  Place, date, and time called to order;  Name of those attending including  guests (used to determine if a quorum is present);  Name of those absent and reasons for absence.  Agenda items.  Decisions that were made.  Actions that need to be done. Include the deadline and who it was assigned to.  Follow up meeting.
  17. 17. What needs to be included? • Date, time and location of the meeting. • The purpose of the meeting. • Names of attendees and those who were unable to attend. • Agenda items. • Decisions that were made. • Actions that need to be done. Include the deadline and who it was assigned to. • Follow up meeting.
  18. 18. Types of Minutes Minutes for resolution In this type of minutes, only the resolution passed at a meeting are recorded and no reference is made to any discussion preceding the resolution. Minutes for Narration Minutes of narration are somewhat similar to a report. Here, in addition to the resolution passed, a brief account of the discussion and the voting pattern is also included.
  19. 19. Why Meeting Minutes Are Important • Meeting minutes offer legal protection • Meeting minutes provide structure • Meeting minutes drive action • Meeting minutes act as a measuring stick • Meeting minutes state ownership
  20. 20. Difference Between Agenda and Minutes 1. Definition:  Agenda: is an official list of things to be done or dealt with at particular meetings.  Minutes: The official records of discussions held and decisions taken at a meeting are called minutes. 2. Preparation:  Agenda: drawn up by the secretary in consultation with the Chairman.  Minutes: are generally written by the secretary of the organizational reference.
  21. 21. • Purpose:  Agenda: Gives the members an idea about the topics to be discussed.  Minutes :Preservation of the resolution of the meeting for future • Authority:  Agenda: Top level management gets and things over the agenda.  Minutes: All members at the meeting discuss and take decisions • Read out  Minutes: At the next meeting it is read out.  Agenda: At the beginning of the meeting it is read out. For Internal Circulation and
  22. 22. • Approval  Agenda: It need not requires to be approved earlier.  Minutes: It needs to be approved by the members at the next meetings. • Where Written  Agenda: It is generally written in the notice board.  Minutes: It is written in the company's minutes book.
  23. 23. A Specimen of Minutes • ABC Company Limited • Minutes • Of the first meeting of the Board of Director held on Friday,24th April,2018 at 3.00 p.m. at the Registered Office, AKF Nagar Chennai - 2, India. • Present: • Mr. A • Mr. B • Mr.C (Directors) • Mr. D • Mr.E • Mr. Mohit Sharma, Secretary • Mr.Raman, Solicitor
  24. 24. No. of Minutes Subject of Minutes Details of Minutes 1 Chairpersons of Meeting Mr. Param Mehta was unanimously elected Chairperson of the Meeting. 2 Chairperson of the Company Resolved: That Mr. Param Mehta be and he is hereby appointed Chairperson of the Board and of the Company 3 Quorum Resolved: That three directors shall constitute a quorum at the Board meeting 4 Appointment of Secretary Resolved: That Mrs. Priti Bhatia be and is hereby appointed secretary of the Company at a salary of Tk 25000 per monthto be terminable on three month’s notice either side For Internal Circulation andAcademic Purpose Only
  25. 25. No. of Minutes Subject of Minutes Details of Minutes 5 Appointment of Bankers 6 Prospectus 7 Seal 8 Next meeting The next meeting of the Board was fixed to be held on Friday, 1st May,2018 at 3.00 p.m. Dated: Mr. Param Mehta Mrs. Priti Bhatia 20.04.2009 Chairperson Secretary
  26. 26. Meetings – Key Points to Remember 1. A notice and agenda is sent out to give all members advance notice of a meeting. 2. An agenda is a list of topics to be discussed at a meeting. 3. Agenda should have ordinary business at the beginning and the end – business that is discussed at every meeting. 4. Special business will be included in the central section of the agenda – business that is unique to each meeting. 5. The Chairman may have a special agenda with extra notes to help him manage the meeting.
  27. 27. Meetings – Key Points to Remember 6. Minutes are a record of meeting and they are essential for everyone who attended as well as those who were absent. 7. Minutes may be presented in different formats depending on the preference of each company. 8. It is usual to include an ‘Action’ column stating who is responsible for dealing with each item. 9. The same headings should appear on the minutes as on the agenda. 10.Write minutes in past tense and third person using reported speech.
  28. 28. MEMORANDUM • A memorandum (memo) is used to communicate something of immediate importance to people within a business or organization. • A memo also can be sent to people or firms that have close or long-standing relationships, such as vendors or consultants. • Like a business letter, a memo is a permanent record of your communication. It is used in both paper and electronic formats.
  29. 29. common workplace purposes for a memo: • Announce or confirm a meeting or event Provide instructions • Provide a status report on a project • Request feedback or recommendations • Summarize action required after a meeting • Clarify or change a policy or procedure • Distribute minutes or handouts from a meeting or event • Notify others of a problem or that a problem was resolved • Provide a short report of an event or decision
  30. 30. CIRCULARS • A circular is written when the communication is to be brought to the attention of several persons or departments. It may take the form of a letter, a memorandum or an endorsement. • It is written in the first person and duplicated
  31. 31. 2 Copyright © 2015 Cengage Learning. All Arights Reserved. Planning and Organizing Instant Messaging Responding Goodwill Messages Online Comments Neutraland PositiveMessages
  32. 32. 3 Copyright © 2015 Cengage Learning. All Rights Reserved. Organizing RoutineorPositive Messages ● Start with good news orthe most important information ● Clarify with details, background ● Present any negative points positively ● Explain any benefits ● Use a goodwill ending • Positive • Personal • Forward-looking
  33. 33. 4 Copyright © 2015 Cengage Learning. All Rights Reserved. Routine Requests ● Present the major idea first • Phrase:Direct question, statement, or polite request. • Clearly define what you want and phrase to get that response. • Ask as few questions as possible, you are imposing on the goodwill of the reader. • Arrange questions in logical order, word clearly, and limit the content to one topic per question. In other words, no multi-parts.
  34. 34. ● Explanation and Details • Provide enough explanation and details so that the reader can understand and respond to your request. • Remember reader benefits: The reader is more likely to cooperate if you show how they will benefit from your request. Friendly close. • Positive and friendly • Show appreciation • Be original
  35. 35. Types of Goodwill Messages  Planning and Organizing  Instant Messaging  Responding  Goodwill  Online Comments  Recognition Notes  Congratulatory Notes  Thank You Notes  Sympathy Notes
  36. 36. How to Write a Meaningful Goodwill Message  Be Prompt :Send a goodwill message while the reason is still fresh in the reader’s mind  Be Direct :State the major idea in the first sentence or two, even for sympathy notes  Be Sincere Be Specific :Avoid language that is too flowery or too strong  Personalize the message: A personal note card or a one-paragraph email may be plenty Be Brief Planning and Organizing | Instant Messaging | Responding | Goodwill | Online Comment