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Minutes of Meeting DS 1
Minutes of Meeting DS 1
REFERENCE
DEFINITION
MEETING
CATEGORIES OF
MEETINGS
INFORMATION GIVING
INFORMATION COLLECTING
DECISION MAKING
DECISION GIVING
PROBLEM SOLVING
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
Good team-work.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
IMPORTANT ASPECTS
OF MEETING
Plan to solve a problem.
Use meeting as a tool.
Regard each member as a resource.
Do not tolerate late attendance and interruptions.
Share the responsibility.
Change your methods to fit the types of meeting.
Build a bridge from the meeting to the Goal.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
TASK OF A SECRETARY
Under study the aims and objectives of the
meeting.
Compiling the agenda and notes.
Studying the problems in the agenda.
Collecting and gathering information for the
meeting.
Brief the chairman.
Administrative aspects of the meeting.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
ADMIN ARRANGEMENTS
THE SECRETARY MAY ALSO NEED TO:
BOOK A ROOM AND ENSURE ADEQUATE SIGN POSTING.
ARRANGE SEATING PLAN, PLACE CARDS.
PREPARE A FORM TO FILL NAMES, APPOINTMENTS OR
DEPARTMENTS OF THOSE ATTENDING.
ENSURE STATIONARIES AVAL.
ARRANGE FOR VISUAL AIDS.
ARRANGE TPT, ACCN AND REFRESHMENTS.
ARRANGE FOR A SHORTHAND TYPIST AND TAPE
RECORDER.
ARRANGE FOR SECURITY.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
Cont
Assembly of members.
Attending and recording minutes.
Dissemination of minutes.
The follow – up.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
THE AGENDA
1. AN AGENDA IS ISSUED BEFORE A
MEETING SO THAT THOSE ATTENDING
MAY KNOW IN ADVANCE WHAT ITEMS
WILL BE DISCUSSED AND HAVE TIME TO
STUDY EACH ITEM, DO ANY RESEARCH
AND BE BRIEFED.
Cont
EXAMPLE OF AN
AGENDA
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
MINUTES
MINUTES MUST BE:
ACCURATE
BRIEF
SELF-CONTAINED
IMPERSONAL
DECISIVE
REPORTED SPEECH – IN THE THIRD
PERSON.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
CONVENTIONS
SUBJECT HEADING. Incl place, date and time of
the meeting.
ATTENDANCE.
– Listed by name, appt and dept in order of rank.
– Chairman first, secretary last.
– Representative to be mentioned.
– Those who are not directly involved in meeting but are
present to be listed as ‘In attendance’
– Person not present for whole meeting to be indicated by
item.
– Absence to be indicated as ‘Not Present’ or Absent with
reason’.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
CONVENTIONS (cont…)
ORDER OF SUBJECT- in accordance with
agenda
HEADINGS – Each item to have a heading.
STRUCTURE
SPEAKERS – To be mentioned by appt.
ACTION – A right hand margin headed with the
word ACTION (underlined) in capital letters, with
the person by appointment or respective dept
required to take action mentioned within the
column.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
CONVENTIONS (cont…)
SIGNATURE – Minutes must be signed by
secretary after approval by Chairman.
DISTRIBUTION – To be distributed accordingly.
SECURITY – Appropriate security classification.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
MINUTES STRUCTURE
THERE ARE 3 PARTS:
b. ESSENCE OF DISCUSSION.
c. DECISION.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
ISSUE OF MINUTES
Secretary should submit the draft copy of
minutes to chairman with the time dictated
by chairman ( Note : A good Secretary
should be able to produce the minutes
within 48 hrs !!!)
On approval, copies are distributed to all
concerned ASAP.
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
EXAMPLE OF AN
EXTRACT OF MINUTES
OF A MEETING
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
EXAMPLE OF AN EXTRACT
OF SHORTENDED
MINUTES OF A MEETING
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
LAYOUT OF MINUTES OF
A MEETING
MINUTES OF A MEETING ON SUBJECT) HELD AT
(PLACE) ON (DATE) AT (TIME)
Present:
In Attendance:
Absent:
SECURITY CLASSIFICATION
Army HQ
50634 KUALA LUMPUR
Apr 02
KP/TD/ORD/4003
See Distribution
Present:
In Attendance:
1 of 3(1)
SECURITY CLASSIFICATION (1)
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)
ARMY INSTITUTE OF MANAGEMENT
INSTITUT PENGURUSAN TENTERA DARAT (IPDA)