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Chapter 34: Meeting Documents (Notice and Agenda)

CHAPTER THIRTY-FOUR: MEETING DOCUMENTS -

NOTICE AND AGENDA

Essentially, there are three documents associated with holding of minutes:

• Notice of Meeting
• Meeting Agenda
• Minutes

NOTICE OF MEETING:
Gives details of the type of meeting, place, day, date
and time of the meeting. It may also include some
request, or additional information the author feels
the members ought to be advised.

AGENDA:
Gives a list of topics to be discussed at the meeting
and the order in which the topics are to be discussed.
It may also include the sponsor of the agenda item so
that they may lead discussions when that item comes
up for discussion.

MINUTES:
Provide a written authoritative record of what took place at the meeting.

NOTICE OF MEETING

This serves to inform members of a meeting that is to take place. It is written by the Secretary. Effort
must be made to ensure that all concerned members are notified of the meeting in good time.

The notice shows

• Organisation/Institution to which the persons or body of persons belongs.
• Body that is meeting
• The persons or group of persons that will/should attend
• Date of meeting
• Time of meeting
• Venue of meeting
• It may also include an optional statement or comment that the convenor of the meeting
feels that members need to be made aware of.

LBTC/Mandondo E. Ngoma/13-Jun-23 (Communication Skills for the Zambian Technocrat- Draft Copy)
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Chapter 34: Meeting Documents (Notice and Agenda)

CHIKUBABE MILITARY ACADEMY

Organisation/Institution to which the persons
or body of persons belongs

PRESS CLUB
Body that is meeting

12 June 2023 Date when Notice was written

Document title: NOTICE OF ... MEETING

NOTICE OF MEETING

The persons or group of persons

that will/should attend
This serves to inform all Press Club members that

the Monthly Publication Meeting will be held on

Type of Meeting
30 June 2023 at 18:00hrs in the Lecture Room.
Time meeting will start

Date of meeting
Please come with monthly subscription and observe

time.
Venue of Meeting

Paxina Munjinta Any additional but necessary

SECRETARY information

Signature, Name and Position of Author.

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Chapter 34: Meeting Documents (Notice and Agenda)

AGENDA

Generally speaking, the agenda will not normally stand on its own as an independent document but
will be imbedded into the notice or be attached to a notice.

The agenda has distinct sections:

• Opening Ordinary Business
• Special Business
• Final Ordinary Business

Some authors may refer to the sections as

• Traditional Items (Opening and Final Ordinary Business)
• New Business (Special Business)

Item 1 (Opening prayer) is not a must. AGENDA

Be careful, some people may be
offended by its omission or inclusion. 1. Opening Prayer
2. Chairpersons Opening Remarks
Items 2,3 , and 5 are ordinary items 3. Apologies
(Traditional items) and must be
4. Adoption of Agenda
included on every agenda unless this
were the very first meeting then there 5. Minutes of last meeting
would be no minutes to refer to at 5 a) Reading of minutes
and 5 b) Correction of minutes
Item 4 will not appear on every agenda c) Adoption of minutes
but sometimes it may be important to 6. Matters arising from minutes
obtain members consensus before
proceeding) 7. Tour of Post Newspapers
8. Training of typesetters
Items 7, 8, and 9 are items of new 9. 10th Anniversary celebrations
business (Special business) specific to
this meeting only. 10. Any other Business
11. Date of next meeting
Items 10, 11, 12 and 13 are again 12. Chairpersons Closing Remarks
traditional items (ordinary business). 13. Closing Prayer
Be yet again mindful of item 13.

LBTC/Mandondo E. Ngoma/13-Jun-23 (Communication Skills for the Zambian Technocrat- Draft Copy)
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Chapter 34: Meeting Documents (Notice and Agenda)

CHIKUBABE MILITARY ACADEMY

PRESS CLUB

12 June 2023

NOTICE OF MEETING

This serves to inform all Press Club members that the Monthly Prepublication Meeting will
be held on 30 June 2023 at 18:00hrs in the Lecture Room.

AGENDA3

1. Opening Prayer
2. Chairpersons Opening Remarks
3. Apologies
4. Adoption of Agenda
5. Minutes of last meeting
a) Reading of minutes
b) Correction of minutes
c) Adoption of minutes
6. Matters arising from minutes
7. Preparation of Tour of Post Newspapers (Trywell Sakala)
8. Report on training of typesetters (Charity Habajene)
9. Progress on 10th Anniversary celebrations (Chair – Events)
10. Any other Business
11. Date of next meeting
12. Chairpersons Closing Remarks
13. Closing Prayer

Please come on time. Late comers will be charged.

PAXINA MUNJINTA
SECRETARY

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Chapter 34: Meeting Documents (Notice and Agenda)

EXERCISES
Question 1

You work for Alinane, an enterprise which is based in Kafue. Lately the company has
experienced low level of production largely due to poor approach to works by most staff and
in-fights among middle management.

You feel it is necessary to call a meeting so as to discuss the causes of poor approach to work
and the in-fight among middle management.

A) Write a Notice and an Agenda for the meeting to be held a week from today.

B) Explain the purpose of a Notice and an Agenda.

(TEVETA, December 2013)

Question 2

You work for Alinane an enterprise which is based in Kafue. Lately the company has
experienced low level of production largely due to poor approach to work by most staff and
in-fights among middle management.

a) i) Write a notice for the notice board reminding the staff of the low production levels
being experienced and the causes of such.
Ask them to show maximum responsibility to their work to avoid being fired.
ii) State the four elements of a Notice

OR
b) You feel that it is necessary to call for a meeting so as to discuss the cause of poor
approach to work and in-fights among middle management.
(i) Write a Notice and Agenda for the meeting to be held a week from today
(ii) Explain the purpose of a Notice and an Agenda
(TEVETA, December 2013)

Question 3

You are the Company Secretary at Sebenza Mining Company. The company
is about to hold its Annual General Meeting and the Board has asked you to
prepare a Notice and Agenda of the meeting.

Prepare the Notice and Agenda which must include all traditional items and at
least three non-traditional items.
(TEVETA, December 2014)

LBTC/Mandondo E. Ngoma/13-Jun-23 (Communication Skills for the Zambian Technocrat- Draft Copy)