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Meeting Arrangement & Minutes Preparation Guide

Learn about types of meetings, responsibilities of a secretary, meeting venue arrangements, and recording meeting minutes. Get insights on preliminary and final arrangements, responsibilities related to meetings, and characteristics of good meeting minutes.

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Meeting Arrangement & Minutes Preparation Guide

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  1. ARRANGING MEETING & PREPARATION OF MINUTES OF THE MEETING Definition of Meeting: • A meeting is a gathering or assembly of two or more persons for transacting a lawful business. • TYPES OF MEETINGS: • General Meeting: To conduct business or to meet other members of the organization • Informal Meeting: Informal meeting are where there is no hard & fast rules regarding agenda, definite no. of participants etc. – casual meeting • Formal Meeting: Formal meetings are conducted for specific purposes with pre-determined business to be transacted, viz. Annual General Meeting of Share Holders, Board of Directors Meeting, Performance Assessment Meeting, Half Yearly or Quarterly Meeting of Companies

  2. PRELIMINARY ARRANGEMENTS: (a) Preparation of Draft Agenda (b) Fixing up date, time & venue (c) List of Participants (d) Accommodation, transport & travel arrangements for participants , if requested FINAL ARRANGEMENTS: (a) Confirmation of date, venue & time to participants (b) Circulation of final agenda duly approved by members (c) Circulation of List of Participants (d) Confirmation of Accommodation, transport & travel arrangements to participants, if requested

  3. SECRETARIES RESPONSIBILITIES RELATING TO MEETING: • Circulation of the finalized agenda to each participants of the meeting well in advance ( as per Indian Companies Act, 1956 – minimum 30 days in advance) • To ensure that the list of participants confirmed their participation or request of leave of absence – addendum, deletion or modification of agenda to be tabled • Confirmation of arrangements of accommodation & travel with itenary of the venue & climatic conditions – to bring suitable clothing • Confirmation of the list of participants to hotels with time of arrival & departure in writing • Transport arrangements to pick up the participants from Air-Port, Rly.Stn etc. & to drop them to their respective accommodation. Give a list of participants along with date & time of their arrival, travel plan, place of accommodation & date & time of departure, in writing to Protocol Officer & Driver. – A few copies of the Agenda should also be kept with them .

  4. ARRANGEMENT AT HE MEETING VENUE: • Ensure interior decoration, carpets, curtains, furnitures, upholstery etc. are clean and in order • Lighting, fans, air-conditioners are in working order and alternative arrangements, in case of electricity failure • Ensure seating arrangements are with elegance, comfortable • Name plaques with participants’ name to be placed before their respective place of sitting – with water glass covered • Writing pas, ball pens, pencils or folders to be provided • Keep extra copies of agenda, relevant notes, data, statement, rule book, if to be referred to • Refreshments – appropriate snacks with light beverages to provided • Draw up menu - vegetarian & non-vegetarian & arrange lunch/dinner accordingly • Display on the Meeting Board, the venue & time of the meeting & arrange to welcome & direct the participants to the venue

  5. RECORDING OF MINUTES OF THE MEETING: • Minutes are brief records of the proceedings of the meeting – to be preserved for record of business transacted at a meeting • As per Indian Companies Act, 1956, Annual General Meeting, Board of Directors’ Meeting etc. recorded in the book maintained for the purpose – within 30 days – dated & signed by the Chairman CHARACTERISTIC OF GOOD MINUTES: • Should be precise & concise – but not give any room for confusion or doubts subsequently • To be written up, as soon as possible, after the end of the meeting – in past tense – • Minutes of the Annual General Meeting & Board of Directors, Half Yearly & Quarterly Meeting should be written within 30 days conclusion of meeting as per provisions of Indian Companies Act,1956, duly dated & signed by Chairman of Meeting • Each meeting should be strictly recorded & circulated – to be ratified in the next meeting -

  6. CIRCULATION: • The minutes should be subsequently circulated to each participants, authorities, deptts. of the Organization to implement the decisions arrived at • It should be indicated at the end of each item – as to which authority or individual executive is responsible to take action for implementation of the decisions within the prescribed time limit- viz. a fortnight or a month, as the case may be • It is the responsibility of the Secretary concerned to follow up the actions to be implemented & if any impediment – should be brought to his executive/authority – to take corrective step, if any. ACTION TAKEN REPORT (ATR): • As already mentioned, it is the responsibility of the Secretary to follow up with the concerned authority to strictly implement the decisions taken • If the ATR is not forthcoming within the time-limit – the concerned authority should be advised to act upon without further loss of time • In case they are encountering any genuine problem – it should be brought to the notice of higher authorities – to mitigate/resolve the problem & to ensure the decision taken implemented in toto

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