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Business Documents: Agenda and Minutes

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Presentation on theme: "Business Documents: Agenda and Minutes"— Presentation transcript:

1 Business Documents: Agenda and Minutes
Obj. 3.01 Business Documents: Agenda and Minutes

2 Agenda What is the Purpose of an Agenda?
An Agenda is a list of items to be discussed or acted upon. It is prepared before meetings, events, and conferences.

3 Agenda (continued) Examples of using an Agenda:
Topics that will be covered at the next staff meeting. Topics and speakers that will present at the next Board meeting.

4 Agenda: Components These components must be
centered at the top of the Agenda: In the Heading section: the Organization name the Date the Location, and the Time of the meeting

5 Agenda: Components (continued)
What items make up the Body of the Agenda? Time slots Topics Speakers/presenters

6 Minutes What is the Purpose of Minutes?
What are Minutes used to describe? Minutes are used to describe the discussions, decisions, and actions that occurred during a business meeting.

7 Minutes (continued) Examples of using Minutes:
Detailed minutes from a company meeting of stockholders including the pros and cons of each discussion point The minutes of the State Board of Education A meeting of the PTSA Grounds Committee to decide where to plant shrubs

8 Minutes – Components Components of Minutes: a. Heading information
Name of organization or committee Type of meeting for example, Regular Board Meeting Date and time of meeting Location of the meeting

9 Minutes – Components (Continued)
b. Roll Call Members and visitors present and their titles Members absent

10 Minutes – Components (Continued)
c. Call to Order formal declaration by the chairperson of the meeting that it has officially begun

11 Minutes – Components (Continued)
d. Approval of Minutes review of previous minutes by board members e. Committee Reports progress reports presented by sub-committee chairs

12 Minutes – Components (Continued)
f. Old Business unresolved discussions from a previous meeting g. New Business new topics and issues

13 Minutes – Components (Continued)
h. Adjournment notation of who adjourned the meeting i. Signature line includes the keyed name of the Recording Secretary and a signature


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