The Main business of the meeting.
Any other business.
correction and adoption. After the reading of the minute the Chairman calls for either an amendment or an adoption of the minutes. If a member observes any mistake, he may raise a point of correction and if will be corrected.
i)he defines the objective of the meeting.
ii)he considers if a meeting is the right way to take care of the matter if there are more other effective/efficient alternative.
iii)prepare an agenda.
i)Receiving the mail- Generally mails are received once or twice a day delivered by the postman.
ii)Sorting the mail- Sorting of letters means grouping of letters on definite order.
iii)Opening the mail- In small organization letters are opened by the officer or head clerk.
iv)Scrutiny of the contents- After the letters are opened, the contents are removed from the envelopes and are scrutinised.
v)Date stamping- After proper scrutiny, the date stamping of letter is done. Sometimes the date and time of receipt is stamped on the letter.
i)Address Placement- Placement of the address on the face of an envelope should conform to the following USPS specifications
ii)Good Labeling- All outgoing mail needs to clearly identify the sender and the recipient.
iii)Office Mail Movement- To collect outgoing mail effectively, you need a “reverse tree” system for collecting all outgoing mail and getting it to one or more send-off points where
your company hands it over to couriers for the postal service or a shipping company.
iv)Internal Collection- Assign one or more employees to collect mail and packages from all designated bins and rooms, for sorting and processing in the central mail room.
v)Pickup Times- Outgoing mail accrues throughout the day, and if a given piece of mail hits the bin late, it won’t go out until the next business day.
v)Good Listening Skills
i)newspaper- a printed publication (usually issued daily or weekly) consisting of folded unstapled sheets and containing news, articles, advertisements, and correspondence.
ii)Internet- is the global system of interconnected computer networks that use the Internet protocol suite (TCP/IP) to link devices worldwide.
iii)trade journal- a publication covering, and intended to reach, a specific industry or type of business.
iv)magazine- is a publication, usually a periodical publication, which is printed or electronically published (sometimes referred to as an online magazine).
v)encyclopedia- a book or set of books giving information on many subjects or on many aspects of one subject and typically arranged alphabetically.
Annual general meeting is the Gathering of the directors and stockholders (shareholders) of every incorporated firm, required by law to be held each calendar year.
-BEFORE A MEETING-
i)Consult with the Chairperson on the order of business for the meeting, and the way in which it should be dealt with on the agenda.
ii)Ensure that the notice of the meeting is given, that suitable accommodation is
arranged and confirmed
iii)Circulate to all members (a) any papers to be discussed at the upcoming meeting and (b) a copy of the agenda
-DURING A MEETING-
i)Arrive in good time before the meeting with the minutes and with all the relevant
correspondence and business matters for that meeting, in good order.
ii)Read the minutes of the previous meeting, and if they are approved, obtain the Chairperson’s signature on them.
iii)Report on action or matters arising from the previous minutes. Read any important correspondence that has been received.
-DURING A MEETING-
i)Prepare a draft of the minutes (unless there is a minutes secretary) and consult
the Chairperson and most senior staff member (where relevant) for approval;
ii)Send a reminder notice of each decision requiring action to the relevant
person; this can be done by telephone, or by an ‘action list’ with the relevant action for each person duly marked;
iii)Promptly send all correspondence as decided by the Management Committee.
computer is a device that can be instructed to carry out an arbitrary set of arithmetic or logical operations automatically.
i)Communication- Office staff are able to pass information throughout the office quickly and effectively, as most office setups have an alert system on individual computers when a message or e-mail is received.
ii)Data Storage- Files are easily retrievable through search functions, and hard drives can hold unprecedented volumes of files and data. For offices with large databases, such as governments, charities or other member-based associations
iii)Networking- Office networking, or the creation of an office intranet, means that a common database of files is accessible to all users.
iv)Productivity- in the office increase productivity not only in areas such as word processing, data management and information access, but also in information creation, collation and ultimately storage.