Business Communication

Group Communication / 109
10.1.2 Procedure of Convening A Meeting
N
OTICE
The word ‘notice’ is derived from the Latin word meaning knowledge. The term in relation to a
meeting signifies the bringing of knowledge of the meeting to the person concerned. A meeting is to
be properly held only when notice of meeting is served to the concerned persons. The notice informs
the members as to the date, time and place of the meeting, the issue to be discussed in the meeting and
if possible, respective contribution expected from different participants of the meeting.
A
GENDA
An agenda is a list of topics covered in a meeting. A well prepared agenda will assist Chairperson in
directing the business of the meeting and ensuring that decisions are reached in an efficient manner.
A copy of the agenda must be sent to the members along with the agenda of the meeting. All the items
included in the agenda must be serially arranged. If any change is to be done in the order, the approval
of the members is needed. Preparing agenda is very useful practice:
1.
If it is circulated in advance, it helps the members to come prepared for the meeting.
2.
Since agenda has a set order, it helps the chairperson to conduct the meeting smoothly.
3.
It ensures that only matters relevant to that particular meeting are discussed.
4.
It ensures that every point is properly taken up for discussion.
5.
It facilitates the preparation of the minutes.
The following points should be kept in the mind while drafting the agenda:
1.
It should be clear and explicit.
2.
It should be in a summary form.
3.
The routine items should be put first and the other matters later.
4.
All the matters of similar or allied character should be placed near each other on the agenda.
5.
All the items included in the agenda must be within the scope of the meeting.
6.
All the items included in agenda must be written the scope of the notice calling the meeting.