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Meeting Documents

Agenda
The meeting agenda is the meeting plan;
created by the PA, secretary or admin,
then approved by the chairman and
circulated among the members who will
be attending the meeting;
It lays out the topics that need to be
discussed and the tasks that need to be
accomplished in the given meeting time
It provides structure to the meeting;
It is often written in an outline format with
an assigned time for each section and
brief notes under each section;
Each agenda should be labeled with a header
that includes the date and the purpose of the
meeting
has details of the name of the meeting,
meeting date, time of meeting and the venue
of meeting at the top.
It is then followed by the attendees,
apologies and visitors / speakers. Then
follows the agenda items, where urgent and
important matters are listed on top of the list.

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Mandatory items on the agenda list are,
previous minutes or Confirmation of
previous minutes, matters arising and any
other business;
The rest are the items gathered from
relevant members involved with the
meeting.
Attendance Sheet
a list of all the attendees in the meeting.
In each Meeting an attendance sheet shall
be kept including the indications required
by law.
This attendance sheet, duly initialed by
the shareholders present and the agents
and to which is attached the powers
granted to each agent and any votes by
mail, shall be certified true by the officers
of the meeting.
To have accurate details, a few columns
are included like, Name, Position, Contact
number, Email address. This will help the
minute taker with writing down names in
minutes and also will help with contacting
them easily when necessary, especially
when there are external members
attending the meeting.

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This is not usually used for internal
meetings, but used for meetings where
external customers or partnership
organizations are involved.
This also cuts down your time on writing
down the list of attendees especially when
there are a large number of attendees.
Glossary of Terms and Acronyms
If the meeting will include discussion of
business where technical terms and
acronyms will be used, and if there are
attendees who will not be familiar with
those terms and acronyms, it is always
best to give a list of these with a brief
description or meaning.
This will help them follow the meeting with
ease and stop too many unnecessary
interruptions.
Code of Ethic/Conduct
This is not used in all meetings, but can
be used in board meetings, and meetings
where public are involved etc.
Business meeting ethics are put in place
to set behavioral parameters and
expectations for the group.
Meeting ethics extend beyond the confines
of the conference room. It is unethical to
share information that might be
considered confidential or proprietary.
This is a set of principles and expectations
that are set out to the members, by which
they have to adhere to, when participating
in the meeting. It is set out for the smooth
and success functionality of the meeting.
In some meetings it is used to preserve
freedom of speech. When all parties
adhere to these ethics, there are fewer
distractions, allowing for a more
productive and time-efficient meeting.
Previous Minutes
These are minutes from the previous
meeting and are brought in to the meeting to
be read out and confirmed. Also the action
points from the previous meeting are
checked to see if they have been actioned, or
at what status the actions are.
a legal document for the organization.
By approving the minutes, the members
agree that this is what happened at the
meeting. When a legal action has been
brought against the organization, courts use
minutes for evidence/ Therefore, it is
important that the assembly (or a committee
named for the purpose of approving the
meeting) approves the minutes.
Taking notes is the step towards preparing the
minutes
This is the main document in a meeting as
everything that takes place or is discussed or
decided is recorded.
Notes are taken down by secretaries or
administrators or a similar office person and
they are written down in an agreed style
following organisations policies and
procedures.

Taking Notes(Minutes)
Attachment to Minutes
Sometimes in meetings, a policy or
procedure or a report may have to be read
out and agreed.
This document will be brought into the
meeting read out to the members and this
will have to be attached to the minutes.
Some meetings will have presentation
papers. Although presentations are done
on projectors, it is always good to give all
the attendees a copy, so that they have a
record of what was presented, and also it
will help them note down important points
that will be useful or helpful for them for
future reference as the presentation goes
on.
Action Sheets
This sheet is not mandatory, but for clarity
and for being properly organised, what
you can do is, collect all the action points
from the previous meeting and mention
the status across each of them, so that it
is easier to go through them during the
meeting.
Weekly Progress Reports
(for team members)
Each team member should complete a
weekly progress report at the end of
every week;
This report is used to assess the status of
each team member in relation to their
assigned tasks.
It includes an explanation of the tasks
that have been completed, the tasks that
are currently being worked on, and the
tasks that will be worked on over the next
week
Weekly status reports facilitate discussion
during team meetings and also facilitate
effective project management.

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