Notice of Meeting(Before the meeting)

Page 175, guys.

Notice of MeetingDocument sent to inform members or participants of an impending meeting

1. Informs members of the day, date, time & place of meeting.

2. Includes an agenda, which lists all the items that are to be discussed.

3. Other Instructions.

Notice of Meeting

4

1. InformPlease be informed that the next Relak-one-Korner Committee meeting will be held on Thursday, 1 Nov 2012 at 1400 hours in Classroom 1607.

The 11/2012 QB Writing For Business Department meeting will be held on

Day: ThursdayDate: 1 Nov 2012Time: 1400 hoursPlace: Classroom 1607

5

2. Agendaagenda |əˈjendə|nouna list of items of business to be considered and discussed at a meeting

6

Example of Agenda

1. Apologies For Absence

2. Minutes Of Last Meeting

3. Matters Arising

4. Current Topic 1

5. Current Topic 2

6. Any Other Business

7. Date Of Next Meeting

3. Other InstructionPlease be punctual.

Attendance is compulsory.Please submit all discussion papers and status reports by 1 Nov 2012.

8

Notice of Meeting (Memo Style)

Cyberway CaféMemorandum

To : All Friends of QBFrom : Sharon Neo Chief Bochup OfficerDate : 1 Nov 2012Ref : CE/666

NOTICE OF MEETINGPlease note that the next monthly meeting of the Relak Committee will be held on Thursday, 1 Nov 2012 at 1400 hours in Classroom 1607.

AGENDA1. Apologies For Absence2. Minutes Of Last Meeting3. Matters Arising4. Sales Report5. Staff Incentive Scheme6. Any Other Business7. Date Of Next Meeting

S!"r#$ N%#

9

Notice of Meeting (Letter Style)Cyberway Café138 Bradell HeightsSingapore 205567Tel : 3537760Fax : 3534686

Our ref: CC/2012Your ref:

1 Nov 2012

Miss Judith LeeBlk 2 #08-98 Bukit Merah RoadSingapore 079845

Dear Miss Lee

NOTICE OF MEETING

Please note that the next meeting of the Promotion Working Committee will be held on Tuesday, 17 Jan at 1430 hours in Novelette Hotel, Hibiscus Room.

The agenda will be as follows :1. Apologies For Absence2. Minutes Of Last Meeting3. Matters Arising4. Proposed Activities5. Proposed Schedule Of Activities Of Sub-Committees6. Proposed Budget7. Any Other Business8. Date of Next Meeting

Please note that attendance is compulsory and be punctual.

Yours sincerely

Sharon Neo (Miss)Chief Bochup OfficerEnc (if any)

Minutes of Meeting

Minutes of Meeting(during/after the meeting)

Page 181, guys.

11

Minutes of Meeting

What’s the point?

What happened during the meeting

Main issues discussed

Decisions taken

Official record of a meeting

Secretary takes notes during the meeting.

Secretary drafts minutes based on notes.

Secretary sends draft to the Chairman of meeting.

Chairman confirms the draft.

Chairman / Secretary distributes minutes to members.

Format of Minutes1. Title2. Attendance3. Apologies For Absence4. Minutes of Last Meeting (Adoption of Minutes)5. Matters Arising6. Current Topic 16. Current Topic 2 (and more, maybe)7. Any Other Business8. Date of Next Meeting9. Termination of Meeting

Samples: Page 188 - 193

Minutes of the Name of the Committee or Dept Meeting Held on Day, Date at Time in Place.

Example:Minutes Of Relak-One-Korner Meeting Held On 1 November 2012 At 1400 Hours In Classroom 1607.

Format1. title

List the names of members present.

(in order of importance or alphabetical order)

Example:

Present Miss Sharon Neo Chair(wo)man

Miss Nur Amalia Member

Mr. Mahathir Bin Rahim Member

Miss Angel Chan Member

Mr Eugene Tan Secretary

Format2. Attendance

Order of names

In a committee meeting

Chairman

Vice Chairman

Treasurer

Members (in alphabetical order)

Secretary

In a departmental meeting

Manager/ Head of Department

Officers or Executives

Other lower level staff

Secretary

Format2. Attendance

In a Board of Directors meeting

Chairman/ President

Board Members/ Directors

Managers

Secretary (Board or Co Secretary)

If designations are given:Mr Sean Lee Manager ChairmanMiss Cher Loo H R Officer MemberMr Arnez Soo A O Officer MemberMdm Selvi G O Officer Secretary

If no designations are given:Mr John Long ChairmanMdm Wong Li Sian TreasurerMr Selvam MemberMrs Ho Mei Lee Hon Secretary

Names of representatives from external organisations:In Attendance Mr Jon Li DP Architect

Format2. Attendance

For members who are absent, names will be listed as follows:Absent Mr R Tan On Reservist Training with Apologies Mrs Li On Medical Leave Other reasons that could be cited:On Annual LeaveOn Maternity LeaveOn Overseas AssignmentOn No Pay LeaveAttend To Personal Matters

If no reasons are cited, leave the “reason” blank

Format3. Apologies For Absence

There were none / No one was absent / There were no absentees.

Section where Chairman seeks confirmation on the accuracy of the record of previous meeting

Adoption ProcedureNormally one person will propose that the minutes be adopted.

Another person would second the proposal.

If no objections, minutes are then considered adopted.

Format4. Adoption of Minutes

Writing the Adoption of Minutes

If no amendments,

* The Committee adopted the minutes of the last meeting, OR

* The minutes of the last meeting were adopted as a true and accurate record, OR

* There were no amendments raised and the minutes of the previous meeting were adopted.

Format4. Adoption of Minutes

Writing the Adoption of Minutes

If one amendment,

It was pointed out by Mr Tan that Para 4 of Section V should be read as ‘The Committee decided to keep the matter in abeyance. The minutes of the last meeting were then adopted.’

OR

The minutes of the previous meeting were confirmed with Para 2 of Section I be amended as ‘ Miss Priscilla Gan had agreed to chair the Publicity Sub- committee. However, she needed an assistant to help her with the administrative work.’

Format4. Adoption of Minutes

Writing the Adoption of Minutes

If more than one amendment,

The committee adopted the minutes of the previous meeting with the following amendments:

1. Mr Lin Hee Fung be amended as ‘Mr Lim Hi Fan’.

2. Mr Han agreed to the proposal and not ‘disagreed’.

Format4. Adoption of Minutes

Note

There is no Adoption of Minutes at the First Meeting.

Format4. Adoption of Minutes

Members report on the current status of matters that were discussed or decided in the previous meeting.

Format5. Matters Arising

ChairmanJonathan, have you arranged for Starbucks in our meeting room, as

discussed in the previous meeting?

Jonathan

Yes, Sir. We are waiting for the year 1971.

Random Information: “The Chairman comes to our home, he takes the trouble to make detailed inquiries while chatting” (1965)

Format6. Current Topics This is the section where main

issues of the meeting are being discussed.

Members could raise their views, give their opinion and decide on an appropriate course of actions.

Suggested Expressed Enquired

Decided Pointed out Proposed

Explained Clarified Noted

Useful Terms (It was... / Ms Sharon.. / The Chairman...)

Any topics which are not listed in the agenda will be discussed in this section.

Examples:Hot Water Dispenser

1 Mr Balbir Singh suggested that a hot water dispenser be purchased.

2 The committee agreed to the suggestion, and Miss Jane Lee was assigned to look for a suitable model.

Fire Drill

3 It was noted that the fire drill was successfully conducted.

Format7. Any Other Business

At the end of a meeting, a day is scheduled for the next meeting.

If a date is fixed:

The next meeting would be held on Fri 13 Feb 97 at 1600 hours in the Staff Lounge.

If no date is fixed:

1 The Secretary would inform members of the date of next meeting.

2 The date of next meeting would be scheduled and the secretary would inform the committee in due course

3 The date of next meeting would be confirmed at a later date.

Format8. Date of Next Meeting

As a matter of good practice, the secretary would record the time the meeting ended.

Example:

Termination of Meeting

The meeting ended at 1530 hours

Format9. Termination of Meeting

Narrative style summarises the members’ discussion, and are written in paragraphs.

Resolution style briefly mentions the discussions, and emphasizes mainly on the decisions or resolutions made.

Action style is like the narrative style, except that a column is created at the right hand margin. This is to include the name of the person responsible for following-up on certain actions decided during the meeting.

Minutes of MeetingThe Various Styles