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Agenda

• Latin word ‘agendum’


• Means- things to be done
• The secretary is in charge of preparing the
agenda
• It helps the members to come prepared for
the meting
• Items not mentioned in the agenda are
usually not allowed to be taken up
Agendas and Minutes
Agenda
• Agenda means the business to be transacted
 Outline the contents of the forthcoming
meeting
 Sometimes agenda is prepared after the
circulation of notice
• Convener's tool
• Makes meetings effective
• Acts as a broad Framework, keep the meeting
time framed
• A document that makes attendees take
the meeting seriously
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Features of agenda
• Forms a part of notice convening the meeting
• Fixed before hand , is meant for orderly or
relevant discussions & deliberations in
meeting.
• Contains the name of the organisation, venue,
date and time .
• Last item of agenda is “any other matter with
the permission of the chair”.
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Purpose of Agenda
• List of topics to be taken up in meeting

• Direction of discussions at the meeting

• Order in which the items appear in the agenda


is generally the order in which the business is
to be taken at the meeting

• Routine business first and special business


after wards
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Agenda should give:

• Names of expected attendees


• Exact place, date and time
• When the meeting is expected to end
• Objectives of the meeting
• Issues to be discussed and resolved
• What is expected of attendees
• Background details should be sent along
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Sample : Agenda
Gupta Fabrics International
Gupta House, Friends Colony,New Delhi
15.03.07
Notification
A board meeting will take place in the Board
Room of Gupta House on 29th March,2012
at 10 a.m.
Contd…
AGENDA
• Reading of the minutes of the previous meeting
• Matters arising/item wise
• Discussion of Divisional Reports
• Any matter with the permission of the chair
• Date of next meeting

To: Prem Gupta


Mr. R.K.Singh(Financial Director) Secretary
Mr. O.P.Nigam(Personnel Manager)
Mr. S.K.Deo (Director,Sales)
Mr. T. James (Director,Marketing)
• Sample agenda

Thomson Chemicals
April 5, 2014
To: GM-production, GM-Finance, GM-Marketing
and GM-Personnel
From: MD (Signature/Initials)

Shall we meet in the conference room from 3 pm


to 5pm on 10 April 2014?
We have to decide what needs to be done to
recommend to the Board of Directors
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regarding strong public and political pressure to
relocate our premises. Some of the possible
courses of action are listed below:
• Sell city premises, move the plant, offices and lab
to Devanalli
• Shift just the plant and retain offices here
• Don’t relocate anything. Find ways of staying on
in the same premises
• GM-F to calculate cost involved in relocation
• GM-P to get the workers views
• Attached: Petitions from Public and clippings of
press releases
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Minutes

• Important document
• Has details of the meeting
• When, where and how meeting was
held
• Who were there and not there
• Two types: narrative minutes and
decision minutes

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Language of Minutes
Minutes are written in simple past tense
• The secretary read out………
• The chairman informed………
• The meeting ended…………..

Impersonal passive voice


• Decided
• Resolved
• It was
• They were
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Narrative minutes

• Captures in detail who said what in


summary form
• Difficult to record

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Sample Narrative Minutes
A letter from Sh.Sudhakar Rao, the marketing
manager of the company dated 12th
October,………. Tendering his resignation was read
and it was:
Sample Resolution Minutes
Resolved that the same be accepted as and from
20th October,…………………………….
Further resolved that the post to be advertised in
Hindustan times, New Delhi
The draft of the advertisement was approved by the
board of directors.
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Decision minutes/Resolution
• Record decisions taken, names of
people responsible for implementing
them

• Time within which the task should be


done

• Brief, easy and effective

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Sample
Minutes of the decisions taken at the Managers weekly
meeting held in the conference room at 4 p.m. on 10.1.07

Members Present
Mukesh Anand Chairman
Keshav Prakash Finance Manager
Suresh Wadhera Marketing Manager
Satya Prakash Technical Director
P.T.George ManagerPublic Relations
T.K.Usha Company Secretary
Contd..
Member Absent
K.P.Singh Sales Manager
Deepak Jain Product Manager

Decisions
• The minutes of the meeting held on 3rd January,2007 were approved
• The Annual Shareholder’s Meeting will be held on 25th
September,2007
• Keshav Prakash will get the Annual Accounts finalised and present the
balance sheet at the February 3rd managers meeting
• T.K.Usha to circulate request to all Departmental Heads for items to
be included in the Annual Report
• Suresh Wadhera and Satya Prakash to represent the conpany at the
FICCI meeting in September
Specimen
The seventh meeting of the board of directors was
held at the registered office of the
company……………..on…………..
…………………
…………………(present in the chair)
1.Confirmation of minutes
2.Payments
3.Signing and sealing of share certificates
4.Next meeting

Dated……. Chairman
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Email
• Email is not like a private conversation. It can be
checked by other person.
• You attitude, positive emphasis, clarity of
message, completeness of the message
• Use spell check for spelling and ensure that the
message is grammatically correct
• Read and proofread
• Do not put all the message in caps
• Write points in bullets

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• Use standard greetings and endings. Most letters
begin with "Dear Mr X" or "Dear Ms X" and
should end "Yours sincerely”

• If you know your reader quite well, you can be


less formal with "Dear (first name)" and end
"Best wishes" or "Best regards".

• If you absolutely have to write "Dear Sir" end


with "Yours faithfully" rather than "Yours
sincerely".

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GENERAL FORMAT: TONE
• Write in a positive tone “When you complete
the report.” instead of “If you complete the
report.”
• Avoid negative words that begin with “un,
non” or that end with “less” (useless,
nonexistent, undecided).

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To: Email address of first recipient
CC: If any
Subject: Mention in one line, the purpose of
writing the email, so as to grab the attention
of the intended recipient.

Salutation: Dear Sir/Madam,

This is after all, a form of letter writing, so use


the letter writing tips for this also
• In this first paragraph, introduce yourself and
the purpose of writing the email. Be brief. 21

• In the second paragraph, give the details of why


you're writing the email .Again, be brief and to
the point.

The third paragraph may or may not be required.


It is just to thank the reader and hope, once
again, that your purpose is fulfilled.

Complimentary close
Your name, or an email signature that your
organization may have assigned to you. 22
To: abc@wyz.com
CC: Accounts Payable
Subject: Request for copy of invoice
Dear ABC,
I'm LMN from the Accounts Payable department
at GHI. Ltd. I understand that we have an invoice
outstanding with your company since
07/01/2010. This email is to request you for a
copy of the invoice, so that we can clear it for
payment at the earliest.

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• First of all, apologies for the delay in payment.
The accounts team has been reshuffled and this
case came to my notice just an hour ago and I am
writing to you immediately. The invoice in
question is invoice number 246849, for Mr. JKI
who stayed at your hotel for a period of 4 days.
That is, from 06/28/2010 to 07/01/2010.

We cannot seem to locate the invoice, so I


request you to email me a copy of the invoice, so
that I can issue the payment right away.

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• Please send it to the email address mentioned
below and mark it for my attention. Once again,
sincere apologies for the delay.

Thank you,
LMN,
Senior Executive
Accounts Payable,
GHI. Ltd

email: accountspayable@ghi.com
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• To: accountspayable@ghi.com
CC: Accounts Credit
Subject: FAO-LMN: Copy of invoice
Dear LMN,
This is in reference to the email that you sent me
this morning. First off, I would like to thank you
for taking the initiative of asking for the invoice
copy.
As requested by you, I have attached a copy of
the invoice 246849. I'm sure you have our bank
details.
Thank you,
ABC,
Accounts Credit,
DYU Group of Hotels 26