Conducting Meetings and Minute Writing Format

Institution: General

Course: General

Content Category: Manuals

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Number of Pages: 9

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Summary

CONDUCTING MEETINGS AND MINUTE WRITING

MEETING DOCUMENTS
These are written documents that are produced on or before the meeting.
These documents necessary for a meeting include:
1 Notice of the meeting
This document is dispatched in advance to all those supposed to attend a meeting inviting them to attend a scheduled meeting, normally 2 weeks before the meeting.
Notices can take the following format:
a) A postcard
Is pre-printed and spaces are left to enter the committee members’ names, day, date, venue, and time of the meeting.
b) Letter format
Letters inviting members to attend a meeting can be written by the secretary of the committee.
c) Memorandum
Is used for internal communication between executives and subordinates. It is never sent outside the organization.

A notice for a meeting must have the following information:
• The day of the meeting.
• Date of the meeting
• Time of the meeting
• Venue of the meeting.
• The agenda of the meeting

2 The agenda
- This is the list of topics to be discussed in a meeting which is written in the order they shall be discussed.
- Ordinarily, the notice for a meeting is combined with the items of agenda so that members keep on thinking about them in advance and even search for relevant supporting documents on any agenda before the actual meeting.
- Normally, the chairman and the secretary come up with the agenda but members can also be asked to suggest agenda they would like discussed in a meeting.

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