The document discusses documentation of meeting proceedings and report writing. It covers the role of the secretary in documenting meetings, including what should and should not be included in meeting minutes. Principles of effective minute writing and management and disposal of minutes are also covered. The document also discusses making meetings productive by paying attention to rules governing conduct, managing the meeting session effectively, and managing time effectively to address time wasters. Finally, it discusses different types of meetings such as general meetings, annual general meetings, and committee meetings.

1. DOCUMENTATION OF THE
MEETING AND REPORT
WRITING
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2. Scope of the presentation
• Documentation of meetings proceedings
• Role of secretary
• Types of minutes--what to write and not
• Principles of effective minute writing
• Management and disposal of minutes
• Types and structure of reports
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3. Conduct of Meetings: An overview
Introduction
Meetings are critical in management of
organizations business
Why?
changes taking place in the business
environment—global competition,
informed workforce and ever-increasing
demands of the customer.
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4. Making meetings productive
/work
• Meetings involve Substantial investment
in time and resources
• 1.The law/rules governing conduct—
rules of procedure, agenda and notice,
quorum, membership, voting
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5. Making meetings productive /work
Meetings involve Substantial investment in time
and resources. Therefore it is imperative that
the opportunity cost is weighed carefully by
paying attention to:
1.The law/rules governing conduct—rules of
procedure, agenda and notice, quorum,
membership, voting—depends on type of
group meeting and articles of
incorporation/association
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6. Making meetings effective(Cont
2.Management of meeting session—Chair,
Members, Secretary, In- attendance and
Observers role
Chair/Leader/Facilitator
• Know purpose
• Have materials ready
• Speak clearly
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7. • Be confident and enthusiastic
• Encourage input
• Keep all focused
• Communicate decisions
• Close on positive note
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8. Making meeting productive
• 3. manage time effectively—address some of
the time wasters
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9. Types of meetings
• General meetings and AGM—open to all
• Committee meetings– members.
Committees have varying powers
depending on powers conferred by the
parent body
• In committees, we may have—sales
meetings, strategy planning meetings and
project meetings, ISO meetings etc
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