Krishna gowri dasari Roll no:35

Agenda
The function of the agenda and minutes is to ensure that the group decision making process in a meeting runs smoothly and to ensure the cohesiveness of the group.
y An agenda is a list of topics that will be covered at the meeting y The agenda gives participants a chance to gather their thoughts and

bring relevant information to the meeting

y Drafted by the secretary in consultation with the chairperson y An agenda should be: y Specific and in a logical order y Topics listed should ensure everything important is dealt with y Any relevant background reading material should be attached y To make chairing easier through everyone being aware of the structure and order

Agenda-contents
1. 2. 3. 4. 5. 6. 7.

Name of the organization and location. Day, date, year, time and place of meeting to be convened. Minutes of the previous meeting. Various issues to be discussed. Signature of the concerned authority or Secretary. Order of importance to be maintained along with numbering as 1.01, 1.02, 1.03, etc. Last item: Is usually any other matter with the permission of the chairperson

A meeting agenda
Makes sure all group members are adequately prepared for the meeting. Makes sure each agenda item is raised by specific persons and achieves the desired outcome. y Effective agenda helps participants to come prepared and to conduct business effectively y Scheduled program helps members to avoid meaningless and irrelevant discussions

Example of an agenda
Reddys Company Allahabad A meeting of the Finance Department is scheduled to be held on Wed, Aug, 29 2007 at 3:30 p.m. in Rocha's hall. The agenda for the meeting is: 1. Confirmation of the minutes of the last meeting. 2. Review of action to be taken against latecomers. 3. Finalization of the summer training schedule. 4. Penal deductions. All members of the Finance Department are requested to be present for the meeting. Abhishek Ahuja, Secretary Enclosure: Minutes of meeting held on Aug 22, 2007

The minutes of the previous meetings is sometimes circulated along with notice, and agenda If not done, then the secretary reads it out before the start of the meeting Minutes usually is a brief, accurate record of the business transacted in the previous meeting. It contains the main ideas discussed, decisions taken, conclusions, reached, recommendations make and tasks assigned to individual members and groups. To ensure precise and accurate record of its accomplishments, every group that conducts meetings should appoint a secretary to provide minutes and maintain a written record of the happenings

Name of organization Place, date and time of meeting Names of chairperson and secretary Names of other members present Summary of action taken, report only facts presented All motions and amendments Results of voting

Delivery of minutes
y Prompt delivery of minutes has the following

advantages: y Infers the agenda for the next meeting y Presents clearly the discussions of the last meeting y Stimulates to more thinking in advance about the committee problems y Helps to take prompt action y Gets chance to suggest corrections