MEETING DOCUMENTATIONS

1. MEETING DOCUMENTATIONS

2. Learning Outcomes At the end of the lesson, students should be able to 1) write Notice of Meeting 2) write Meeting Agenda 3) write Minutes of Resolution Meeting

3. INTRODUCTION

4. What to do • Before a meeting? • During a meeting? • After a meeting?

6. NOTICE OF MEETING

7. What are the contents of Notice of Meeting?

8. 15 February 2009

9. Issued by the person authorized to call the meeting – chairperson /secretary. • Notification of the meeting – sent out at least 7-21 days before the meeting • A notice should include the following details: INTRODUCTION

10. TYPES OF NOTICE

11. Type 1 – Notice of Meeting (Print Poster Form) SAMPLE NOTICE

12. Type 2 – Notice Requesting Agenda Items (Email Form) SAMPLE NOTICE

13. Type 3 - Notice Including Agenda (Memorandum Form) SAMPLE NOTICE

14. AGENDA

15. INTRODUCTION

16. Opening Ordinary Business • Chairperson’s Address • Apologies for absence • Minutes of the last meeting • Matters arising • Correspondence (optional) • Presentation of accounts (optional) • Special Business • the actual reason(s) for which the meeting is called.. • Items may involve: • a. problems which require discussion to arrive at a solution before a final resolution is expressed. • b. issues which require input from the members before a final resolution is expressed • Final Ordinary Business • Any other business • Date of next meeting STRUCTURE OF AGENDA

17. Sample 1 – A Simple Agenda (Contemporary format) SAMPLES OF AGENDA

18. Sample 2 – A Comprehensive Agenda Template Name of Organisation Meeting Title Logistics Agenda

19. THANK YOU