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picture1_Meeting Ppt 42491 | Arranging Meeting Preparation Of Minutes Of The Meeting


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File: Meeting Ppt 42491 | Arranging Meeting Preparation Of Minutes Of The Meeting
preliminary arrangements a preparation of draft agenda b fixing up date time venue c list of participants d accommodation transport travel arrangements for participants if requested final arrangements a confirmation ...

icon picture PPT Filetype Power Point PPT | Posted on 16 Aug 2022 | 3 years ago
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      PRELIMINARY ARRANGEMENTS:
          (a)   Preparation of  Draft Agenda
          (b)   Fixing up date, time & venue
          (c)   List of Participants
          (d)   Accommodation, transport & travel arrangements for participants , if 
                requested
      FINAL ARRANGEMENTS:
          (a)   Confirmation of date, venue & time  to participants
          (b)   Circulation of final agenda duly approved by members
          (c)   Circulation of List of Participants
          (d)   Confirmation of Accommodation, transport & travel arrangements to 
                participants, if requested
   SECRETARIES RESPONSIBILITIES RELATING TO MEETING:
    Circulation of the finalized agenda to each participants of the meeting well 
    in advance ( as per Indian Companies Act, 1956 – minimum 30 days in 
    advance)
    To ensure that the list of participants confirmed their participation or 
    request of leave of absence –  addendum, deletion or modification of 
    agenda to be tabled
    Confirmation of arrangements  of accommodation & travel with itenary of 
    the venue & climatic conditions – to bring suitable clothing
    Confirmation of the list of participants to hotels with time of arrival & 
    departure in writing
    Transport arrangements to pick up the participants from Air-Port, Rly.Stn 
    etc. & to drop them to their respective accommodation.  Give a list of 
    participants along with   date & time of  their arrival, travel plan, place of  
    accommodation & date & time of departure, in writing to Protocol Officer 
    & Driver. – A few copies of the Agenda should also be kept with them .
    ARRANGEMENT AT HE MEETING VENUE:
    Ensure interior decoration, carpets, curtains, furnitures, upholstery etc. 
     are clean and in order
    Lighting, fans, air-conditioners are in working order and alternative 
     arrangements, in case of electricity failure
    Ensure seating arrangements are  with elegance, comfortable
    Name plaques with participants’ name to be placed before their 
     respective place of sitting – with water glass covered
    Writing pas, ball pens, pencils or folders to be provided
    Keep extra copies of agenda, relevant notes, data, statement, rule book, if 
     to be referred to
    Refreshments – appropriate snacks with light beverages to provided
    Draw up menu  - vegetarian & non-vegetarian & arrange lunch/dinner 
     accordingly
    Display on the Meeting Board, the venue & time of the meeting & arrange 
     to welcome & direct the participants to the venue
   RECORDING OF MINUTES OF THE MEETING:
    Minutes  are  brief  records  of  the  proceedings  of  the  meeting  –  to  be 
    preserved for record of business transacted at a meeting
    As per Indian Companies Act, 1956, Annual General Meeting, Board of 
    Directors’ Meeting etc. recorded in the book maintained for the purpose – 
    within 30 days – dated & signed by the Chairman
   CHARACTERISTIC OF GOOD MINUTES:
    Should be precise & concise – but not give any room for confusion or 
    doubts subsequently
    To be written up, as soon as possible, after the end of the meeting
          – in past tense –
    Minutes of the Annual General Meeting & Board of Directors, Half Yearly 
    &  Quarterly  Meeting  should  be  written  within  30  days  conclusion  of   
    meeting as per provisions of Indian Companies Act,1956, duly dated & 
    signed by Chairman of Meeting
    Each meeting should be strictly recorded & circulated – to be ratified in 
    the next meeting -
   CIRCULATION:
    The minutes should be subsequently circulated to each participants, 
    authorities, deptts. of the Organization to implement the decisions arrived 
    at
    It should be indicated at the end of each item – as to  which authority or 
    individual executive is responsible to take action for implementation of the 
    decisions within the prescribed time limit- viz. a fortnight or a month, as 
    the case may be
    It is the responsibility of the Secretary concerned to follow up the actions 
    to be implemented & if any impediment – should be brought to his 
    executive/authority – to take corrective step, if any.
   ACTION TAKEN REPORT (ATR):
    As already mentioned, it is the responsibility of the Secretary to follow up 
    with the concerned authority to strictly implement the decisions taken
    If the ATR is not forthcoming within the time-limit – the concerned 
    authority should be advised to act upon without further loss of time
    In case they are encountering any genuine problem – it should be brought 
    to the notice of higher authorities – to mitigate/resolve the problem  & to 
    ensure the decision taken implemented in toto 
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...Preliminary arrangements a preparation of draft agenda b fixing up date time venue c list participants d accommodation transport travel for if requested final confirmation to circulation duly approved by members secretaries responsibilities relating meeting the finalized each well in advance as per indian companies act minimum days ensure that confirmed their participation or request leave absence addendum deletion modification be tabled with itenary climatic conditions bring suitable clothing hotels arrival departure writing pick from air port rly stn etc drop them respective give along plan place protocol officer driver few copies should also kept arrangement at he interior decoration carpets curtains furnitures upholstery are clean and order lighting fans conditioners working alternative case electricity failure seating elegance comfortable name plaques placed before sitting water glass covered pas ball pens pencils folders provided keep extra relevant notes data statement rule book...

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