2/25/23 Business Meetings and Documentation - Presented by Prof.

Balasubramaniam 1
 3. Business Meetings
3.1. Conducting Business Meetings
3.1.1. Types of Meetings
3.1.2. Roles and Responsibilities of Chairperson, Secretary and Members
3.1.3. Meeting Etiquette

Documentation 3.2. Documentation Documentation

3.2.1. Notice
3.2.2. Agenda
3.2.3. Minutes

Additional: Tips for Conference Calls

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 3.1. Conducting Business Meetings
Definition of Meeting:
1. Meeting enable face to face contact of number of people at the same time.
2. Meetings are based on Formality, Resolution, Use, Legality, Participation, etc.
3. Meetings can be defined as “A gathering of certain people for transacting the business, social or
religious purpose in the agenda for which already a notice has been given.”
4. The purpose of the meeting is to consider issues of common interests to its attendants.
5. Meetings play vital roles in your professional lives as well as important in other parts of your life.

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 3.1.1. Types of Meetings

1. Formal Meetings: In the

Formal Meeting, the minimum
number of people should be
presented to validate the
meeting and the company
secretary or personal assistant
of CEO keeps the record of it.

3. Shareholders Meetings:

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 3.1.1. Types of Meetings

3. Annual General Meetings (AGM): AGM’s are held once a year in ordinary
or special business by giving 21 days’ notice to all the shareholders. Here,
• They assess the trading of the organization over the year and the future
plan.
• They may raise questions about the affairs and accounts to protect the
interest of the shareholders
• The gap between two ACMs should not be more than fifteen months

4. Statutory Meetings: The statutory meeting is the first meeting held once in
lifetime of the company among the directors and shareholders after commencing
business. Every public company limited by shares, limited by guarantee and
having a share capital are required to hold the statutory meeting as a special
report including:
• List of Members
• Shares allotted and the amount received from them
• Particulars of the directors, managers and secretary
• Particulars of contracts that have to be approved
• The details of company’s affairs along with fees and brokerage paid
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 3.1.1. Types of Meetings

5. Informal Meetings:
 Informal meetings are not restricted by the same rules and
regulations as formal meetings.
 They are attended by a group of managers like the marketing
manager, sales manager, production manager and research and
development manager.
 They discuss the launch of a new product or in the form of
brainstorming sessions where strict agendas may not be
necessary and minutes may not be kept.
 However, it is usually considered that issuing an agenda to all
members before the meetings is a good business practices issuing
because it helps them to prepare adequate information to make a
valuable contribution in discussion of a specific matter, report of
progress reports.

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 For Conducting Effective Meetings

1. Schedule the meeting with plenty of Advance Notice.

2. Conduct the meeting away from distractions and interruptions.
3. Have a written purpose for your meeting.
4. Have a written intended result for your meeting.
5. Have a written agenda.
6. Allow enough time to cover all agenda items.
7. The person who calls for the meeting is responsible for the agenda.
8. Always move the conversation forward.
9. Listen powerfully to what each person has to say.
10. Take notes on what people agree to do, ask them for a date by when they will do it.

Purpose
Meeting Strategies help to increase your productivity and decrease the amount of time you spend in
meetings so, try it yourself and watch what happens.
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 3.1.2. The Role of the Chairperson
While Starting the Meeting When discussion is underway in the At the end of the meeting
In a more formal meeting, the meeting, • The chairperson should
chairperson will outline the purpose of  The chairperson’s responsibility to remind members what
the meeting and remind members why ensure continuing the flow they have achieved, and
they are there. smoothly by involving all members thank them for their
1. The chair controls the meeting. present contributions.
2. All remarks are addressed through  Not permitting one or two
• The date and time of the
the chair. participants to dominate the
next meeting should be
3. Members do not interrupt each meeting
arranged.
other.  Summarising by the chairperson
4. Members aim to reach a consensus during meetings: These are common for
(Decision-making). 1. Indicate progress, or lack of. effective meetings with
5. A vote is taken if consensus is not 2. Refocus discussion that has successful outcomes, so adapt
reached. wandered off the point. as appropriate to specific
6. The majority wins the vote. 3. Conclude one point and lead situations.
7. All members accept the majority into the next.
decision. 4. Highlight important points.
Note: The chairperson should pace the 5. Assist the secretary if
meeting, ensuring it runs to time. If it necessary.
is properly executed, there should be 6. Clarify and
no problem/s. misunderstanding.
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 3.1.2. Responsibility of the 3.1.2. The Role of the Members
Secretary
The participants are also fundamental to make an effective
The Secretary should keep a
meeting so they should ensure to follow these points:
detailed information of the
meeting which is held for 1. Undertake any necessary preparation prior to the meeting
preparing The Minutes
2. Arrive on time.
 The Secretary should be
3. Keep on open mind.
responsible to provide Notice
and Agenda before 21 clear 4. Listen to the opinions of others.
days 5. Participate.
 The Secretary is given 2 6. Avoid dominating the proceedings.
clear days to keep a complete 7. Avoid conflict situations.
minutes book (keep details of 8. Avoid side conversations which distract others.
meeting)
9. Ask questions to clarify understanding.
 The Secretary should take
10. Note down any action agreed upon (Note-Taking).
signature of the chairperson
11. After the meeting, undertake any agreed action and brief
others as appropriate.
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 Preparation of Important Things
Nine Things to be taken for Every Business Six Steps to Prepare Yourself for
Meeting a Business Meeting
The items you bring along with you can dramatically
affect how things play out and maximize your chances 1. Know the type of meeting you
of success: are preparing for
1. Personal Portfolio 2. Understand your objectives and
2. A Tablet Computer or Related Files meeting attendees
3. Personal Phone (but in meeting keep it in silence 3. Review and study the agenda
mood)
4. Know the meeting location
4. Pens and Notepad
5. Consider potential obstacles
5. Copies of Personal Resume
6. Determine desirable outcomes and
6. Release Forms
actionable follow-up tasks
7. Rental and Retail Documentation
8. List of Questions
9. Something to Leave Behind

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 3.3. Meeting Etiquette
Adherence to the proper etiquette for a business meeting establishes:
 Respect among meeting participants,
 Helps the meeting begin and end on time, and
 Fosters an atmosphere of cooperation.

Ten Rules of Business Meeting Etiquette for Effective Meeting:

1. Arrive Early (No excuses)
2. Follow the Agenda
3. Be Thoroughly Prepared “Manners makes
4. Take Regular Breaks a man,
5. Follow the Dress Code Good manners make
6. Speak in Turn
7. Listen, Really Listen
a gentleman.”
8. Keep Calm
9. Be polite with Your Phone
10. Don’t Bring Guests
A lack of etiquette and poor planning are two of the main reasons why many business meetings fail.
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3.2. NOTICE, AGENDA
AND
MINUTES OF A
MEETING

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Definition of Notice
1. A notice is a very short piece
of writing usually written or
electronic mode as
prescribed.
2. The content of notice is
formal in style with place,
date, day and hour of
meeting sending with agenda
of meeting.
3. It is widely used by
individuals, institutions and
organisation in occasions like
inaugurations, sales, any
issue, public instructions, etc.
Purpose
A notice is circulated to all
those who are entitled or
required to attend a meeting
which is given well in advance
in written form
2/25/23
Notice
Sample Notice
Zee Interactive Learning Systems Ltd.
Sector 16, Noida
 
Notification of Zonal Meeting
 
The Zonal Heads of the Academic and the Marketing divisions are hereby
informed that the Annual Zonal Meeting would be held in the Board Room of
ZILS on September 25, 2021 at 10 a.m.
 
Venue: Board Room of ZILS
Date: 25 September, 2021
Timings: 10 a.m. to 5 p.m.
 
All the Heads and the Marketing divisions will attend the meeting with the
required documents.
Ms. Shalini Sharma
Secretary to M.D
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 Definition of Agenda
 Agenda is a document that outlines the contents of a forthcoming meeting and usually sent along with
notice of the meeting
 It gives the participants an opportunity come with preparation for the upcoming discussions or
decisions
Purpose
 Effective agenda is one of the most important elements for a productive meeting

Functions of Agenda
 Agenda ensures only a particular meeting’s relevant matters that is going to be discussed
 Agenda defines the meeting plan into a permanent and written form and aids the process of the
meeting
 Since agenda has a set order, it helps the chairperson to conduct the meeting smoothly
 Agenda can be used as the checklist to ensure that all the information is covered
 A good meeting agenda serves as a guide to participants and makes the meeting more effective and
productive
Agenda also facilitates the preparation of the minutes
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 Important Points of Agenda
 The Agenda with Notice should be distributed to attendees before 21 clear days
of the meeting
 The agenda is usually prepared by the Secretary and approved by Chairperson
 A agenda is an outline that addresses about the meeting with the list of matter to
be taken up
 If the meeting includes presentations, list the time allotted for each speaker
 Indicate an approximate length for the meeting so that participants can plan the
rest of their day
 Always be prepared an agenda even for an informal list of main topics for a
meeting
 Informal groups use a whiteboard to write out their agenda

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 Sample Agenda
Zee Interactive Learning Systems Ltd.
Sector 16, Noida
 
Notification of Zonal Meeting
 
The Zonal Heads of the Academic and the Marketing divisions are hereby informed that the Annual Zonal Meeting would be held in the
Board Room of ZILS on September 25, 2020 at 10 a.m.
 
AGENDA
 
1. Review of the Previous Meeting
2. Review of the Annual Targets
3. Matter Arising
4. Setting of Targets for the Next Financial Year
5. Any other matter
6. Date for the next meeting
 
Ms. Shalini Sharma
Secretary to M.D.
 
To
Ms. XYZ, Academic Head
Ms. ZYX, Asst. Academic Head
Mr. ABC, Marketing Head
Mr. CBA, Asst. Marketing Head

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 Definition of Minutes
 Minutes is written for keeping a permanent, formal and detail record of business transacted
and resolutions adopted at a firm’s official meeting like Board of Directors, Managers and
Annual General Meeting (AGM)
Purpose of the Minutes
 Every company is required to prepare minutes of proceeding or every meeting of its board of
directors. The minutes is recorded in minutes book within 30 days of conclusion of meeting
and approved by the chairperson and accepted as a true representation of proceedings they
record and can be used as prima-facia evidence in legal matters
Purpose and Functions of the Minutes
Minutes is not only a record for those who were at the meeting but also an important source of
information to those who were not there.
Minutes also performs four essential functions:
1. Constitutional
2. Historical
3. Executive
4. Progressive
Minutes should be detailed enough to provide solid information for anybody who wishes to research an
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issue at a future date
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Add Meeting/Group Name
 
Format of the Minutes
Date:
 
Location:
 
Invitees Attend:
(Alpha List)
 
Partners/Guests:
(Name, title, organization)
 
First Agenda Item
Notes:
Additional Discussion Points:
One
Two
 
Decision/s:
One
Two
 
2. Second Agenda Item
 
Notes:
 
Additional Discussion Points:
One
Two
 
Decision/s:
One
Two
 
Minutes Prepared by: (Name and Date)
 
Minutes Approved: (Approval signature needed)   20
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 After the Meeting Procedure for Arrangement of Minutes
Effective minutes needs to be  Prepare a skeleton minutes template, possibly with draft
included the following motions for the procedural items
elements:  Check for quorum and advice to arrange the chair if
1. The name of the meeting necessary
and the date, place and  Arrive early to distribute papers and check venue and
time. catering
2. Who was in attendance a  Read and record apologies and note attendees
list of the agenda items
covered.  Perhaps read the minutes of the last meeting
3. A summary of the  Perhaps table copies of correspondence
motions or decisions.  Carefully note when participants arrive and leave
4. A BRIEF summary of  Carefully note discussion as it occurs
key discussion points.
 Write the exact wording of all motions amendments and
5. Assignments: what is resolutions
assigned, who is
 Write up the minutes as soon as possible after the meeting
responsible and when it
is due  Alert the participants to any tasks assigned to them
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 Voting in Meeting
Voting by show of hands: A resolution shall be decided on show of hands (each member has one
vote) unless poll is demanded.
1. Resolution: Decision of the company are made by resolutions of its members, passed
meetings of members. It may be defined as a proposal when passed and accepted by the
members become resolution.
2. Types of Resolution:
• Ordinary Resolution (It is passed at general meeting with majority votes including casting
vote of chairman.)
• Special Resolution (It is only on special matters and requires majority of 3/4 th to pass it and
it has to be filled with registrar along with the explanatory statement within 30 days of
passing resolution.)
• Resolution requiring a special notice (Here, a notice of intention to move a resolution has to
be given to the company by the proposer within 14 days of proposed date of meeting.)

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 Conference Calls Tips for Conference Calls
1. Make an Agenda and Stick to it
2. Send clear call-in instructions
3. Set out clear call etiquette guidelines
ahead of time
 Now-a-days, the
conference calls remain a 4. Start on time and set expectations
necessary and important 5. Announce yourself when you join
part of business.
6. Take advantage of your conference call tools
 The reason of it is the
7. Mute your line when you are not speaking
employees or workforces
are continuing to spread 8. Keep comments short and to the point
further and further 9. Don’t interrupt or talk over others
apart.
10. Verbally request comments and feedback
 So the conference call is
often the only way that 11. Repeat important comments and contributions
all the virtual teams can 12. International Meetings: Consider local time zones when
come together to have a scheduling the call
meeting.
13. Provide a local dial-in number 23
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2/25/23 Business Meetings and Documentation - Presented by Prof. Balasubramaniam
 All the Best

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