MEETINGS

Meetings are very common in organizations. They serve as channels of oral communication among
the members of the meeting. They are supported by written communication like notices to bring
people together, agenda to structure the meeting, minutes to record the proceedings and reports to
pass the information to the higher authorities.
A meeting is get-together of a group of persons to discuss ways and means to deal with a specific
time-bound task assigned. The members of the group share common experience, common concern
and common interests. Unless there is clarity in the purpose, the meetings may turn out to be a
frustrating and wasteful effort. Meetings enable face to face contact of number of people at the same
time. Provides opportunities for sharing information, making suggestions and proposals, taking
discussions and obtaining instant feedback. They facilitate exchange of views

Purpose of Meeting
• To convey information to the members. • To gather information from the members. • To exchange
ideas and experiences among the members. • To brief members on plans, working and performance
and to instruct members. • To discuss problems and issues of common interest. To persuade
members to accept changes. • To resolve conflicts and confusions. • To take decisions of matters
affecting the group or the organization. • To generate a positive attitude among the participants.

MEETINGS TEN GOLDEN RULES FOR COVENING A MEETING

1. The meeting should be convened only when it is essential.
2. Meetings should have time schedule and must begin and end on time.
3. Meetings should be convened only when no telephonic discussion is possible
4. They must have clear and specific agenda and sub agenda.
5. They must have clear objectives.
6. Time limit should be specified for each item of the agenda and sub agenda.
7. The notice of the meeting should be sent well in time before the meeting, to those who are
required to attend the meeting.
8. Conclusion of a meeting is summarized
9. Action oriented minutes should be prepared and circulated after the meeting.
10.Meeting should be closed on a pleasant tone

AGENDA
Agenda is a document that outlines the contents of a forthcoming meeting. Effective agenda is one
of the most important elements for a productive meeting. It is usually sent along with the notice of
the meeting, which gives the participants an opportunity to come prepared for the upcoming
discussions or decisions.
Agenda aid the process of meeting by putting the meeting plan into a permanent, written form. A
good meeting agenda serve as a guide to participants, making the meeting more efficient and
productive. Since agenda has a set order, it helps the chairperson to conduct the meeting smoothly.
It ensures that only matters relevant to that particular meeting are discussed. It can be used as a
checklist to ensure that all the information is covered. It also facilitates the preparation of the
minutes.
The agenda is usually prepared by the Secretary and Chairperson

MINUTES
Minutes are the official record or document of the proceedings or a meeting. It usually shows a
concise and accurate record of decisions and resolutions. It is the secretary’s job to write the
minutes, and he or she must ensure that accuracy is the primary consideration in writing.

Parts of Minutes
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.
Why are Minutes of Meeting Important?
1. LEGAL RECORD- the meetings are official documents and they are legal records for the activities
and proceedings of an organization. It is in meeting that critical decisions are made and actions
are undertaken; thus, it is necessary for such events to be put on official record, for both
posterity and legal purposes.
2. LEGAL PROTECTION- meeting minutes will serve as a written record of the proceedings and
decision made during meetings. Therefore, if something is not in the minutes, then that
something did not happen.
3. DRIVE ACTION – good meeting minutes help the company in getting to the goals. They help
explain the company’s plan of action, determine the organizations next plans and directions, and
they also serve to remind everybody involved about their specific tasks in order to attain a goal.
4. MEASURING POINT- the minutes can serve as a measuring point to determine whether certain
goals have been reached or simply to track the progress of a set of targeted goals.
What to Write Down in Minutes
1. Approval or amendments of the minutes of the previous meeting- the minutes of the meeting
is usually read and approved at the present meeting. If there are any corrections or
amendments, the secretary must note what these points are.
2. Agenda items and decisions made per agenda item- the main body of the minutes contains
the agenda items. The agenda items are the core of the meeting, so it is important to clearly
identify what these are.
3. Tasks Assignment/ Committees
4. Other important matters
5. Schedule of next meeting- the schedule for the next meeting is determined before the meetings
ends and this too reflected in the minutes. Included also the date, place and purpose of the
said meeting.
6. Secretary’s name and signature

Brief List of Tips for Writing Minutes of the Meeting

1. Write soon after the meeting- as soon as the meeting is done, it is the best that you rewrite
your minutes immediately.
2. Write details that matter- do not write everything that is said by everybody. Only write the
essential topics, motions made, decisions agreed and action items assigned.
3. Avoid using expressions and include details that may embarrass others.
4. Negative words and expressions are also to be avoided.