Meeting, notice, Agenda, format of notice, features of notice, relevance of agenda, rules in preparing agenda, sample agenda,

2. MEETING
When two or more people come together for the
purpose of discussing a (usually) predetermined topic
such as business or community event planning, often in
a formal setting.
In addition to coming together physically (in real life,
face to face), communication lines and equipment can
also be set up to have a discussion between people at
different locations, e.g. Conference call or an e-meeting.

3. DOCUMENTATION OF MEETING
 Notice
 Agenda
 Resolution
 Minutes

4. NOTICE
 A notice is written by an individual, group,
organisation or a body to draw the attention of the
readers to a certain issue that needs immediate attention
or active participation. All the required information must
be given in a simple, concise, attractive manner so that
people notice it.
 A short piece of communication written in formal
style to convey important information to a group of
people in an organisation.

5. Why do we write notice?
A notice conveys an information in a comprehensive
manner. It is usually an advance information about
 A happening
 General instructions
 An event
 A function
 An inauguration
 A programme
 Lost or found

6. NAME OF THE INSTITUTION
NOTICE
Date
HEADING
…………………………………….Body/ Content ………………………………………
……………………………………………………………………………………………………
……………………………………………………………………………………………………
……………………………………………………………………………………………………
……………………………………………………………………………………………………
……………………………………………………………………………………………………
……………………………………………………………………………………………………
………………………
Name
Designation (if required)

7. What should a notice contain?
 A headline or title
 Date of issue
Details of the event, time, date, venue and duration
 The organisations or individuals responsible for the
notice
 Responsible person to contact for further details
with phone number, email, address, etc.
 Name and designation of the person issuing the
notice

8. Features of a notice
 Is written within a box.
 Name of the issuing authority is written on the top.
 Date of issue is written on the left hand side.
The word ‘NOTICE’ is written in the centre.
Precise title/ heading is clearly given indicating what
the notice is about.
 Simple and concise. Do not exceed more than 50
words. Present information briefly, concretely and
accurately.
 Name and designation is mentioned at the lower left
bottom corner.
 Should always be written in third person.

9. Sample Notice

10. AGENDA
Agenda is a document that outlines the contents of a
forthcoming meeting.
 Effective agenda is one of the most important elements
for a productive meeting.
 It is usually sent along with the notice of the meeting,
which gives the participants an opportunity to come
prepared for the upcoming discussions or decisions.
 The agenda is usually prepared by the Secretary and
Chairperson

11. Relevance
 Agenda aids the process of meeting by putting the meeting plan
into a permanent, written form.
 A good meeting agenda serve as a guide to participants, making
the meeting more efficient and productive.
 Since agenda has a set order, it helps the chairperson to conduct
the meeting smoothly.
 It ensures that only matters relevant to that particular meeting are
discussed.
 It can be used as a checklist to ensure that all the information is
covered.
 It also facilitates the preparation of the minutes.

12. Rules in preparing an agenda
 The agenda should be distributed to attendees a day or two before the
meeting.
 For a longer meeting in which participants are required to make a
presentation, try to distribute the agenda a week or more in advance.
 The agenda should list the attendees, the meeting time and place, and
the topics you plan to discuss.
 If the meeting includes presentations, list the time allotted for each
speaker.
 Finally, indicate an approximate length for the meeting so that
participants can plan the rest of their day.
 Ensure a logical flow from one item to the next.
 A review of the previous meeting’s agenda can ensure continuity and
follow up.

13. Sample Agenda