ARMY INSTITUTE OF MANAGEMENT

INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

PLAN AND CONDUCT

OF A MEETING
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

REFERENCE

 PBB MAL – CHAPTER 6

 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

DEFINITION

MEETING

“A gathering or assembly of a number of

persons for the purpose of discussion,
legislation , etc”
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

AGENDA AND MINUTES

OF MEETING
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

AGENDA AND MINUTES OF MEETING

Meetings are held to allow direct discussion

and free exchange of ideas and opinions.

Offr nominated as secretary is responsible

for all preparations, issue of agenda and
writing the minutes.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

CATEGORIES OF
MEETINGS
 INFORMATION GIVING

 INFORMATION COLLECTING

 DECISION MAKING

 DECISION GIVING

 PROBLEM SOLVING
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

REASONS FOR A MEETING

 Two – way communication.

 Need new ideas/ approaches and solutions.

 Need more facts or expert opinion.

 Must depend on others to carry out decisions.

 Good team-work.
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

IMPORTANT ASPECTS
OF MEETING
 Plan to solve a problem.
 Use meeting as a tool.
 Regard each member as a resource.
 Do not tolerate late attendance and interruptions.
 Share the responsibility.
 Change your methods to fit the types of meeting.
 Build a bridge from the meeting to the Goal.
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

TASK OF A SECRETARY
Under study the aims and objectives of the
meeting.
Compiling the agenda and notes.
Studying the problems in the agenda.
Collecting and gathering information for the
meeting.
Brief the chairman.
Administrative aspects of the meeting.
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

ADMIN ARRANGEMENTS
THE SECRETARY MAY ALSO NEED TO:
 BOOK A ROOM AND ENSURE ADEQUATE SIGN POSTING.
 ARRANGE SEATING PLAN, PLACE CARDS.
 PREPARE A FORM TO FILL NAMES, APPOINTMENTS OR
DEPARTMENTS OF THOSE ATTENDING.
 ENSURE STATIONARIES AVAL.
 ARRANGE FOR VISUAL AIDS.
 ARRANGE TPT, ACCN AND REFRESHMENTS.
 ARRANGE FOR A SHORTHAND TYPIST AND TAPE
RECORDER.
 ARRANGE FOR SECURITY.
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

Cont
Assembly of members.
Attending and recording minutes.
Dissemination of minutes.
The follow – up.
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

THE AGENDA
1. AN AGENDA IS ISSUED BEFORE A
MEETING SO THAT THOSE ATTENDING
MAY KNOW IN ADVANCE WHAT ITEMS
WILL BE DISCUSSED AND HAVE TIME TO
STUDY EACH ITEM, DO ANY RESEARCH
AND BE BRIEFED.

2. MUST BE COMPREHENSIVE AND

SHOULD CONTAIN RELEVANT ITEMS
ARRANGED IN A LOGICAL ORDER.
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

Cont

3. WHEN A MEETING IS NOT A REGULAR

SERIES AND NO SPECIFIC PAPER IS UNDER
DISCUSSION, A SHORT STATEMENT OF TOPIC
MAY BE NECESSARY UNDER EACH ITEMS.

4. WHEN THE MEETING IS ONE OF A

REGULAR SERIES, THE FIRST 2 ITEM SHOULD
BE “CONFIRMATION OF MINUTES OF LAST
MEETING” AND “MATTERS ARISING” THE LAST
ITEM SHOULD BE “ARRANGEMENT FOR NEXT
MEETING”.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

EXAMPLE OF AN
AGENDA
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

MINUTES
MINUTES MUST BE:

 ACCURATE
 BRIEF
 SELF-CONTAINED
 IMPERSONAL
 DECISIVE
 REPORTED SPEECH – IN THE THIRD
PERSON.
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

CONVENTIONS
 SUBJECT HEADING. Incl place, date and time of
the meeting.
 ATTENDANCE.
– Listed by name, appt and dept in order of rank.
– Chairman first, secretary last.
– Representative to be mentioned.
– Those who are not directly involved in meeting but are
present to be listed as ‘In attendance’
– Person not present for whole meeting to be indicated by
item.
– Absence to be indicated as ‘Not Present’ or Absent with
reason’.
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

CONVENTIONS (cont…)
 ORDER OF SUBJECT- in accordance with
agenda
 HEADINGS – Each item to have a heading.
 STRUCTURE
 SPEAKERS – To be mentioned by appt.
 ACTION – A right hand margin headed with the
word ACTION (underlined) in capital letters, with
the person by appointment or respective dept
required to take action mentioned within the
column.
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

CONVENTIONS (cont…)
 SIGNATURE – Minutes must be signed by
secretary after approval by Chairman.
 DISTRIBUTION – To be distributed accordingly.
 SECURITY – Appropriate security classification.
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

MINUTES STRUCTURE
THERE ARE 3 PARTS:

a. BRIEF STATEMENT OF THE

PROBLEM.

b. ESSENCE OF DISCUSSION.

c. DECISION.
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

ISSUE OF MINUTES
 Secretary should submit the draft copy of
minutes to chairman with the time dictated
by chairman ( Note : A good Secretary
should be able to produce the minutes
within 48 hrs !!!)
 On approval, copies are distributed to all
concerned ASAP.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

EXAMPLE OF AN
EXTRACT OF MINUTES
OF A MEETING
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

EXAMPLE OF AN EXTRACT
OF SHORTENDED
MINUTES OF A MEETING
 ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)

LAYOUT OF MINUTES OF
A MEETING
MINUTES OF A MEETING ON SUBJECT) HELD AT
(PLACE) ON (DATE) AT (TIME)
Present:

Kol Razali bin Bon DEME EME Dte Chairman

Lt Kol Marzuki bin Hj Nawawi SO 1 (Item 5 only) EME Dte
Lt Kol Arshad bin Salam SO 1 EME Log HQ AFC
Lt Kol Fadhil bin Mazlan CO 73 Wksp Div 73 Wksp Div

Mej Dzaman bin Thani SO 2 Offr Army HRD

Mej Zahar bin Hashim SO 2 Pers EME Dte
Mej Othman bin Bakar SO 2 EME HQ 3 Div
Mej Md Noor Majid SO2 Coord EME Dte Secretary

In Attendance:

Mej Hisham bin Mohammad SO 2 Finance HQ Army Log

Absent With Reason:

Lt Kol Liew Ng Seong SO 1 Tech EME Dte

Absent:
 SECURITY CLASSIFICATION

Copy No ………….of 20 (1)

Army HQ
50634 KUALA LUMPUR

Tel: 03-2921333 Ext 2931

Fax: 03-2911810

Apr 02

KP/TD/ORD/4003

See Distribution

MINUTES OF A MEETING ON (SUBJECT) HELD AT (PLACE)

ON (DATE) AT (TIME)

Present:

Kol Ali bin Hj Zakaria DOS Ord Dte Chairman

Lt Kol Badran bin Ismail SO 1 Log HQ AFC
Lt Kol Fadhil bin Mazlan SO 1 Ord HQ 1 Div
Lt Kol Ismail bin Ahmad CATO 40 HQ
Ammo Org
Mej Zahar bin Hashim SO 2 Pers Ord Dte
Kapt Rohizad bin Zain SO 3 Pers Ord Dte Secretary

In Attendance:

Mej Roslan bin Shaari SO 2 Coord HQ ALC

1 of 3(1)
SECURITY CLASSIFICATION (1)
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)