notice and agenda writing.docx

7/27/2019 Notice and agenda writing.docx

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Notice writing

What is notice? Definition of notice:

Notice is general piece of information meant for particular group of people.

A notice is a written or printed news or information usually displayed publically.

Why we write/draw the notice or importance of notice.

Notice is an effective medium to convey the message to a group of people. A notice can

be written for different purposes such as:

To inform about something directly to people

To advertise about certain things or making publicity

To warn about something

Qualities of good notice/ Guidelines for writing good notice/characteristics/features

Be accurate, clear, concise and decisive while writing a notice.

Use correct, appropriate and polite language.

Use short words and sentences.

Use attractive layout, it should not be dull and difficult to read.

Use separate paragraphs for separate ideas.

Make the notice reader-friendly.

Use readable font, it can be read easily from distance.

Agenda writing

Definition:

An agenda is a list of points, items to be discussed at the meeting.

It is layout which gives a preview of what to be discussed at the meeting.

Importance of agenda or why agenda is necessary

An agenda is necessary to make the meeting meaningful and fruitful.

It is also important for planning the meeting

To finalize the place, date and time of the meeting

To guide the members at the time of meeting

To prevent or avoid the digressions

It helps the members to arrive at consensus (agreement)

It helps to manage the time.



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Standard format of an agenda/ components of agenda/structure/elements etc.

1. Heading :

It includes the name of the body/organization holding the meeting, the kind of

meeting, the place of the meeting, Date & time of the meeting

2. Apologies for absence3. Minutes of previous meeting

4. Matter arising by the members

5. Special items such as items received from members, correspondence, action

taken and events held since last meeting, the chairperson and other officers etc.

6. Any other business:

It includes the matter arising by the members at meeting. The purpose of this is

to give a chance to members to speak on the matter arising even after the

finalizing of the agenda

7. Date and time of the next meeting :To decide and finalize the date and time of the next meeting after consensus by

the majority

Types of agenda:

1. Skeletal agenda

2. More informative agenda

Skeletal Agenda More Informative Agenda

1) Confirmation of the minutes of

previous meeting

1) Confirmation of the minutes of

previous meeting

2) Apologies for the absence 2) Apologies for the absence

3) Minutes of previous meeting. 3) Minutes of previous meeting

held on 5th august 1998

4) Matters arising. 4) Matters arising.

5) Consensus 5) Consensus: the members must

agree on a completion date.

6) Analysis of survey 6) The data/result of the survey

reviewed and analyzed.

7) Further plan of action. 7) Further plan of action.

8) Any other business 8) Any other business

9) Date of next meeting 9) Date of next meeting



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How to prepare an agenda? What are the guidelines/techniques/characteristics?

Use four important features of language i.e. i) brevity or economy ii) clarity

iii) Informative iv) relevance

Make the list of everyone who shall attend the meeting

Make the list of topics to be discussed

Consult the topics with authority & modify accordingly

Add relevant points only, do not add too many points

Make final list of the people and their topics

Arrange the topics in logical order

Estimate how much time you will need for each topic, do mention it.

.

Minutes writing

What are minutes?

Minutes are a written record of important discussions held and decisions taken at a

meeting. Minutes usually contain the main points of discussion; the conclusions reached,

the recommendations made and the tasks assigned to individual members and groups.

They are not a verbatim record of the proceedings of a meeting. Minutes are generally

written by the secretary of the organization, who holds the meeting.

Why minutes are written? Importance of minutes

A part of the legal requirement, minutes are written to serve as an aid to memory and to

provide a basis for action. Minutes also act as means of informing members who were

absent, about the discussions held and the decisions taken during the meeting.

Types of Minutes:

1) Action minutes: these minutes give an account of what is to be done as a result of

the meeting.

2) Narrative minutes: these minutes give a full account of the proceedings of the

meeting. 3) Resolution minutes: these minutes act as a record of the decisions taken and

resolutions passed in the meeting.



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The following items generally appear in minute:

1) The name of the organization.

2) The date, time and place of meeting.

3) The serial number of the meeting e.g. seventh meeting of the Board of directors.

4) Name of the Chairperson of the meeting.

5) Name of the members present, or those who could not attend and those who

attended by special invitation.

6) Minutes of the last meeting; whether they were read, confirmed and signed.

7) Subjects discussed; the summary of the discussions and decisions taken.

8) Date of the next meeting.

9) Signature of the secretary and the chairperson.

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