NOTICES, AGENDAS AND MINUTES
In Organisations, to communicate any important information or to
tell about important details before and after meetings we use notices, agendas
and Minutes.
Notices:
Notices are short messages printed
or written in a special manner and put up on the notice boards. They may be
mailed or displayed on websites also. Notices play an important role in
day-to-day administrative matters of offices, public firms, private organizations,
schools, colleges and other educational institutions.
Sometimes notices are written for
calling a meeting. It may be related to a governing body, general body,
executive committee, finance committee and so on. The notice must reach all the
members of the Committee/ organization who it is meant for.
A notice must contain the date,
time, venue of the meeting and expected members for the meeting. It should also
indicate the subject of the meeting to help the members prepare well in
advance.
Example of a Notice:
Date (15 December 2021)
Adarsha Degree College, Rajahmundry
Notice
All the members of the Annual Day
Celebrations Committee of the college are informed that there will be a meeting
at 4 p.m. on 20 December 2021 in the chambers of the Principal. The items
related to annual day – guests, competitions, prizes, student volunteers, etc.,
will be discussed in the meeting. The members are requested to come with the
related information.
Sd/-
Principal
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AGENDAS:
Agenda is a document which tells
about the purpose of the meeting planned. It is given to the members prior to
the meeting. Then the members will understand what the meeting is about. Agenda
also gives all the relevant details of the venue, time, and expected persons,
etc. Normally, agenda has reports attached. We can include agenda as part of
the notice or we can send it separately.
Example of an Agenda:
Date (15 December 2021)
Adarsha Degree College, Rajahmundry
Notice:
All the members of the Annual
Day Celebrations Committee are informed that there will be a meeting at 4 p.m.,
on 20 December 2021 in the chambers of the Principal.
Agenda:
1.
Finalisation
of Guests for the occasion
2.
Finalisation
of Cultural events
3.
State
Decoration – Required items
4.
Types of
Sports Events
5.
Sponsorers
6.
Prizes
7.
Snacks &
Dinner preparations
8.
List of
Student Volunteers.
Sd/-
Principal
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MINUTES
‘Minutes of a Meeting’ are a record
of what has been discussed, decided or recorded during a meeting. Minutes usually are the key points. They are
generally made/ noted by a designated person. The person who takes down the
minutes shall provide an accurate record of what happened during the meeting.
There are two important types of
minutes – (a) descriptive; and (b) decisive.
Descriptive minutes provide a
summary of the entire deliberations of the meeting. Preparation of Descriptive
Minutes is difficult as it involves detailing every piece of information.
Decisive minutes is a record of the decisions taken along with the names of
persons who are going to implement those decisions. The writer of the minutes
needs to carefully note down everything without hurting any member.
Minutes
of a meeting shall contain the following details:
(i)
Name of the
department/ organization/ institution
(ii)
Day, date,
time and place of the meeting held
(iii)
Names of the
members present
(iv)
Names of the
members absent
(v)
Names of the
members who were absent along with their messages, if any
(vi)
Names of
special invitees, if any
(vii)
A record of
meeting, item by item, numbered in the order they were discussed and as per the
agenda
(viii)
Actions
planned, names of people who are assigned the work of implementation and
deadlines
(ix)
Signatures of
the secretary and the chairperson
Important
stages of Making Minutes of the Meeting:
(a) Pre-planning: the chairperson and the secretary work together on
the agenda which helps in recording the minutes
(b) Recording - listening and
noting down the key points
(c) Transcribing the minutes – using appropriate language and style
and following the format
(d) Sharing minutes with all the members – sharing the draft either
through mail or photocopies
(e) Signing and filing the minutes for future reference - signing on the final draft, circulation among
the members and filing the minutes for future reference.
Example of Minutes of Meeting:
Adarsha Degree College, Rajahmundry
MINUTES
of the meeting of the Annual Day Celebrations Committee held in the Chamber of
the Principal at 4 p.m. on 20 December 2021.
Present: Dr. A. Ravi Kumar, Principal …
in the chair
Sri
B. Ashok, Vice-Principal
Sri D.
Rajesh, HoD, English
Smt. P.
Durga Devi, HoD, Telugu
Sri K. Papa
Rao, Physical Director
Sri D.
Prakash, Librarian
Absent: Smt Y. Veena, HoD, Zoology
Sri P.
Raghuram, HoD, Chemistry
1.
The minutes of
the meeting held on 10 December 2021 were approved by the Committee and signed
by the chairperson.
2.
Sri B. Ashok,
Vice-Principal is appointed as the Coordinator of the Annual Day Celebrations
3.
Sri D. Rajesh,
HoD, English will look into the cultural activities to be organized on that day
4.
Sri K. Papa
Rao, Physical Director will conduct sports and games competitions and give a
list of winners to the Coordinator
5.
All the Class
Representatives and selected NSS volunteers will be Student volunteers for the
occasion. The list will be prepared by Sri D. Prakash, Librarian and submitted
to the Coordinator.
6.
The next
meeting of the Committee will be on 28 December 2021.
Sd/-
Dr.
A. Ravi Kumar
Chairperson
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References used: Internet resources and English Praxis textbooks by APSCHE
Noojilla Srinivas, Ph: 7981862200; email: noojillasrinivas@gmail.com
Lecturer in English
Govt. Degree College, Alamuru, Dr. B.R. Ambedkar Konaseema Dist., Andhra Pradesh
