MEETING DOCUMENTATIONS

MEETING DOCUMENTATIONS

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

INTRODUCTION

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

NOTICE OF MEETING

What are the contents of Notice of Meeting?

15 February 2009

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

TYPES OF NOTICE

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

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

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

AGENDA

INTRODUCTION

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

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

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

3.2: Activity 1: Writing Notice and Agenda of Meeting (Pair/Group work)- pg.115 Make a team of three. Each team will be responsible to prepare one type of notice. Present to the class. NOTICE and AGENDA

For the purpose of Assessment 5B (conducting a meeting), you should prepare ‘Notice including Agenda’ and submit it together with the recording (in a form of a CD).

THANK YOU

MEETING DOCUMENTATIONS