MEETING

1. PURPOSES OF A MEETING

 To save time on communication

 To convey information to a group of people at a time
 To instruct a group
 To brief members on plans already made or work already done
 To give and get new ideas
 To get immediate reactions to new ideas, proposals and plans
 To exchange ideas and experiences
 To discuss and solve problems
 To resolve conflicts, confusion and disagreements
 To arrive at widely acceptable decisions or to advise persons in power to take decisions
 To generate enthusiasm and positive attitude

2. PROCEDURE

 Announcement of every meeting must be made in writing, at least a week before the
conduction of the meeting.
 A notice should be issued to all members, even if some of them would not attend.
 The notice should clearly state the AGENDA
 After the meeting Minutes should be written.

3. ROLE of the Chairman/Chairperson/President

 Making plans and arrangements for the meeting

 Directing and controlling the discussions
 Facilitating or reaching of conclusions
 Directing the plans of action for implementing the conclusions
 Assigning a note taker (writing minutes) – usually done by the Secretary
 Conducting the meeting
 Let people discuss but guide the process
 Help the group reach conclusions
 Concluding the meeting by summarizing the accomplishments
 Thank the members for their participation and contributions in the meeting
 Follow up (action Items)
- Evaluation (what works? What needs improvement?)
- Distribute minutes to all concerned
- Monitor progress
4. ROLE of the Secretary (writing MINUTES)
 Who attended? Absentees?
 What problems were discussed?
 Record of key decisions made/reached
 Who accomplishes the task if any?
 Create a written document (Minutes)
 Submit for approval

Notice for the Meeting

Nepal Oil Corporation Ltd.

Simara, Bara, Nepal
13 Ashoj 2078

NOTICE
The third meeting of the Staff Welfare Association Executive Committee Meeting will be
held at 4 p.m. on Tuesday, 18 Ashoj 2078 in the meeting room of the Association Office.

Please make it convenient to attend the meeting. The agenda for the meeting is given
below:
3.01 Minutes of the previous meeting
3.02 Cafeteria report
3.03 Celebration of festival
3.04 Raise in subscription
3.05 Request for donation
3.06 Grant of study leave
3.07 AOB

c.c All Members Artha Kumar Chaudhary

Secretary, SWA