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Prepared By: Er. Manoj Khandelwal

The document discusses what meetings are, why they are needed, and provides examples of meeting minutes and an action taken report, noting that meetings allow groups to solve problems, develop plans, exchange ideas, ensure coordination, and make decisions. It also outlines best practices for meetings such as setting an agenda, selecting participants, and appointing a facilitator. Types of meetings and the importance of taking and distributing minutes are also explained.

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Manoj Khandelwal
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115 views1 page

Prepared By: Er. Manoj Khandelwal

The document discusses what meetings are, why they are needed, and provides examples of meeting minutes and an action taken report, noting that meetings allow groups to solve problems, develop plans, exchange ideas, ensure coordination, and make decisions. It also outlines best practices for meetings such as setting an agenda, selecting participants, and appointing a facilitator. Types of meetings and the importance of taking and distributing minutes are also explained.

Uploaded by

Manoj Khandelwal
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Meeting is formal or informal deliberative Important(Practical Question may come)

assembly (gathering) of individuals called to Example of Minutes of Meeting:


debate (discuss) certain issues and problems, Date: 5th Dec, 2016
and to take decisions. Meetings started at 9: 00 am.
Mr. Ramesh, Chairperson gave an introduction.
Why do we need to have a meeting? Mr. Kamlesh, Product Head spoke about the new
 to solve a problem product.
 to develop a plan Ms. Shalini, Regional Manager, Business, gave a
 to exchange ideas and information detailed project report. (market surveys, future
 to ensure coordination Reasons for writing meeting minutes: aspects, challenges included).
 to make a decision Writing minutes is extremely important as- Participants approved of Ms. Shalini’s report.
 Various participants may have different recollections of Appreciated the meticulous detailing.
Requisites for a Meeting: the meeting. Mr. Rehman, Marketing Head discussed the
 Set an Agenda  Diverse interpretations of action plan possible. market scene, demand and supply and customer
 Select the Right Participants  Important tasks can be forgotten. interest.
 Send Intimation to all participants  Dates of submission of subject matter/ report/ action Mr. Satyan, Director Finance, gave details of
 Appoint a Facilitator taken plan overlooked/ achievement of specified tasks costing. Finance team led by Mr. X, Mr. Y and
 Create Opportunities pushed forward. Mr. Z were part of the presentation.
For Creativity and Participation  A written record is always available for ready reference. The Chairperson declared an open house for
 Arrive at Clear Conclusions  Used as reminders for oneself and others. participants to put up their concerns, and finally
 Can be required for legal reasons. gave a vote of thanks.
Need for an Agenda: Conclusions stated.
Agendas are vital and essential as they: Types of Meetings: Proposal for more funds put forward.
 State the objective/purpose of the Tenders to be released.
meeting ATR will be submitted by 12th Dec, 2016.
 Inform of issues/ topics to be discussed
 Keep the meeting focused on the issue Example of Action Taken Report (ATR):
 Give time to the participants understand 5th Dec, 2016
and prepare for their roles As per the meeting held on 5th Dec, 2016 at the
 Allot specific time to each speaker Head Office of SV Technologies, following
 Inform the sequence in which the actions have been reported:
members speak • The client had complied to deliver the goods by
4th Dec. Work done
Minutes of a Meeting: • The client has asked for more time for
Minutes, also known as protocols or, informally installation of 600KV turbine.
notes, are the instant written record of a • The order has been retained and client’s
meeting or hearing. proposal has been agreed to.
They typically describe the events of the meeting Undersigned
and may include a list of attendees, a statement Director, Sales & Marketing
of the issues considered by the participants, and Director, Business
related responses or decisions for the issues. Prepared By: Er. Manoj Khandelwal

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