Circulars N

Agenda
INTRODUCTION

CIRCULARS

BUSINESS
ORGANISATION

AGENDA
CIRCULAR
 The opinions of the staff are often
circulated in order that each person has
one and can fill it and give his or her
comments on a specific matter.
 FEATURES
 BRIEF-Avoid elaborated writing
 PRECISE-aim at to the point writing
 PERSUASIVE-it must be convincing to the
concerned persons
CHARACTERISTICS
 Form of an internal communication
 Other forms viz.
memorandum,notices,office
orders,questionnaires.
 Written in standardized format.
 Tool to serve within the company.
FORMAL OFFICE CIRCULARS
 Aim: To bring matters of importance into notice
(related to the organization)

 Used to invite applications from employees –

 Promotion test/interview.

 Insistence on punctuality.

 Change in working hours.

 Inviting suggestion.
Format of circulars
INFORMAL OFFICE CIRCULAR

 Officecirculars inviting opinions of staff

members about suggestions/comments
on the basis of a compiled questionnaire-
about any
 Occasion
 Celebration
 Anniversary etc.
USES
 Informationdissemination
 Exchange information with staff members.
 Generate information from staff.
AGENDA
Agenda (meeting)

 a list of meeting activities in the order in

which they are to be taken up,

 beginning with the call to order and

 ending with adjournment.

 It usually includes one or more specific items

of business to be considered.

 It may, but is not required to, include

specific times for one or more activities.
Etymology

• Originally agenda was a plural word, a Latin term

for "actions to be taken".

• What is now known as an agenda is a list of

individual items, each of which was originally
referred to as an agendum.

• In modern English, however, it is equally

acceptable, and more common, to refer to the list
as a whole as the agenda for the meeting.

• This modern English word is singular, and has a

plural of agendas.
 Format of Agenda

 usually headed with the date, time and location of

the meeting,

 followed by a series of points outlining the order

of the meeting.

 A list of specific points to be discussed

 CREATION OF AN EFFECTIVE
AGENDA

Send an e-mail giving administrative details, informing

about the meeting and asking for on –line acceptance.

The participants should contact within 2days stating

clearly the time needed.

Summarize the agenda request in a table format with

the headings- Agenda Item Presenter and Time..
continued
 Each Agenda item should be
directly related to the goals of
the meeting.

 Be realistic in the time allotted

to each presenter.

 Agenda should be sent a day

before to all the participants of
the meeting with a reminder of
the meeting’s goals.
The Agenda communicates :

 Topics for discussion

 Presenter or Discussion leader for each
topic
 Time allotment ,Outline for the meeting to
be used as a checklist

 Lets participants know what will be

discussed in the meeting.
Points on a typical agenda may include:

 Welcome/open meeting
 Support for absence
 Approve minutes of the previous meeting
 Matters arising from the previous meeting
 A list of specific points to be discussed
 Any other business (AOB)
 Arrange/announce details of next meeting
 Close meeting
 AGENDA

0In business meetings of deliberate bodies the agenda may also

be known as ORDERS OF THE DAY.

0Distribution of agenda-prior to the meeting

0In parliamentary procedure-

Agenda is not binding upon an
Assembly unless its own rules
makes it so.

0If binding upon,specific time is

is listed for item
AGENDA-IT’S IMPORTANCE….
 Communicates important
Information.
 Provides an outline for the
Meeting.
 Can be used as a checklist
 Distribution of AGENDA before
the meeting.
 Provides a focus for the meeting.
Thank You