NOTICE , AGENDA & MINUTES

NOTICE

Whenever a meeting is to be called,a written notice is to be send to all the individuals who have to attend it that written info is called NOTICE. The notice must have the name and address of the organization. The date on which it is issued and day,date and time and venue of the meeting.

Example:
Dell Enterprise Ltd. IT Park,New Delhi 10 Oct.2012 NOTICE

The second meeting of the Executive committee will be held at 5 p.m on Wednesday, 28 Oct.2012 in Hotel TAJ. The agenda is given below: Please make it convenient to attend the meeting. To Members of the Steve Gerrad Board of Directors Secretary

AGENDA

It is an official list of items to be discussed in a meeting. Helps in conducting the meeting in a effective and productive way minimizing all the irrelevant discussions. It is circulated along with notice and items are arranged according to their preference and they all bear a number.

Tips to write an effective agenda

o

1)Logical sequence
2)Simple items first 3)Consensus items first

4)Late arrivals and early

departures

Example
Dell Enterprise Ltd. New Delhi 10 Oct. 2012 Agenda for the second meeting of executive committee to be held at hotel TAJ on Oct. 28,2012 at 5pm. 2.01 Apologies for absence 2.02 Minutes of the last meeting 2.03 Matter raising 2.04 Response to internal audit report 2.05 Software purchases 2.06 Any other business 2.07 Date of next meeting Steve Gerrad Secretary

MINUTES

These are the official record of the discussions or decisions taken at a meeting. The main points of discussion, the decision arrived at, recommendations made and the assignment of tasks to individual members or sub-committees is required to be recorded. They are considered as the important record in a company and are preserved accordingly.

Writing up minutes

Verbatim minutes: word for word Narrative minutes: summary of decision taken and action point arising. Resolution minutes: starting only what was agreed earlier.

Example
Dell Enterprise Ltd. NEW DELHI

Minutes of the second meeting of Executive Committee

Present: A.B.Dell Chris Beil Chairman Directors

held at Hotel TAJ at 5 p.m. on Oct.28,2012

Steve Harrison In attendance: Steve Gerrad, Secretary No.of minutes 2.01 Subject of minutes confirmation of minutes of last meeting 2.02 Reading of audit report Details the minutes of the meeting were approved. All the Directors have approved it. 2.03 software purchases The software to be purchased has been approved and budget has been issued. 2.04 next meeting the Secretary was called and next meeting is decided on nov.4,2012 A.B.Dell Steve Gerrad

Chairman

Secretary

Group Members

Puja Raghav Satakshi Chaudhary Sweeha Panwar Tanya Verma Sonali Chaudhary

Thanx..