Agenda&minutes of meeting

1. AGENDA
&
MINUTES OF MEETING
by
M.MUTHUKUMAR

2. • An agenda is a list of meeting activities in the
order in which they are to be taken up,
beginning with the call to order and ending
with adjournment. It usually includes one or
more specific items of business to be
considered. It may include specific times for
one or more activities. An agenda may also be
called a docket.

3. • Middle portion of the document
• Containing of type,place,date&time of
meeting
• Containing lists of topics to be discussed at
the meeting in order

4. How to create effective agenda
Invite the people
Give them clear cut of when and where
Make it clear whether they attend
Collect the info from the participants about
the time & topic

5. Schedule the meeting, here agenda plays
Get it confirmed with the participants
Difficult task is execution of it

6. Step By Step
THE AGENDA
communicates important information such as:
1. topics for discussion
2. presenter or discussion leader for each topic
3. time allotment for each topic
provides an outline for the meeting (how long to spend on which
topics)
can be used as a checklist to ensure that all information is
covered
lets participants know what will be discussed if it's distributed
before the meeting. This gives them an opportunity to come to
the meeting prepared for the upcoming discussions or decisions.
provides a focus for the meeting (the objective of the meeting
must be clearly stated in the agenda)

9. Minutes of meeting

10. • Minutes, also known as protocols, are the
instant written record of a meeting or hearing.
They typically describe the events of the
meeting, starting with a list of attendees, a
statement of the issues considered by the
participants, and related responses or
decisions for the issues.
• created during the meeting by a typist or
court recorder.
• In organisation,recorded by secretary or
minute clerk.

11. Know what to Record
• Name of Company, Description of Meeting, Place, Date and Time of
meeting
• Those present
• Any apologies received from Committee members.
• Welcome - if the Chairman/President opens the meeting with a
welcome message.
• Adoption of Minutes of Previous meeting
• Business Arising from the Minutes
• Adoption of Inward/Outward Correspondence
• Adoption of Financial Statements and Accounts for Payment
• Agenda Items listed in your agenda
• General Business
• Noted Correspondence
• Date, time and venue of next meeting
• Time the meeting concluded
• Company Name, Description, Location, Date and Time of meeting

12. Sample Minutes Template
MINUTES of [Organization name]
Meeting date: ________
• Call to order: A ______________ [kind of meeting] meeting of the _________________ [organization
name], was held in ____________ [place, city, state] on __________ [date], 20__. The meeting convened
at ______ [time], President __________________ [name] presiding, and ______________________
[name], secretary.
[Some small organizations choose to list attendees. This works well for boards of directors.]
Members in attendance: [optional item]
Members not in attendance: [optional item]
Approval of minutes: Motion was made by [name], and seconded to approve the minutes of the
______________ [date] meeting. Motion carried.
Officers' reports:
President
Vice president
Secretary
Treasurer
Board and committee reports:
Unfinished business:
[Subject title]
Motion: Moved by [name] that [state motion].
Motion carried. Motion failed. [leave only one of these]
New business:
[Subject title]
Motion: Moved by [name] that [state motion].
Motion carried. Motion failed. [leave only one of these]
Announcements:
Adjournment: The meeting was adjourned at ______________[time].
________________________________ ___________________
Secretary Date of approval
[Organization Name]

13. • ABC
• MINUTES
• Board of Directors
• Meeting Date:
Date of Approval _________________
• Call to Order: A regular meeting of the Board of Directors, ABC, was held in [place, city, state] on [date], 200. The
meeting convened at :00 A.M. on the first day, Chairman _______ presiding, ___________, Secretary. Members of the
Board in attendance were [names]. Members not in attendance were [names].
• Approval of Minutes: Minutes of the ______________________ meeting of the ABC Board of Directors were approved
as printed and distributed to the members of the board.
• Officers Reports:
Other reports : [committee reports belong here]
•
• Unfinished Business:
• Section title
• Motion: Moved by [name] and seconded that [state motion].
Motion carried. Motion failed.
• New Business:
Section title
• Motion: Moved by [name] and seconded that [state motion].
Motion carried. Motion failed.
• Announcements:
•
• Adjournment: [Date] and the [place, city, state], were fixed as the time and place of the next regular meeting and the
[date] meeting was adjourned at [time].
• __________________________ ____________________
Secretary Date of Approval

14. THANK YOU…