UNIT IV

AGENDA, NOTICE, OFFICE MEMORANDUMS,

OFFICE ORDERS, MINUTES OF THE MEETING.
AGENDA
An agenda is a structured outline of topics to be discussed or activities to be
conducted during a meeting or event. It serves as a roadmap, guiding
participants through the scheduled items and ensuring that the meeting
stays focused and on track. Agendas typically include the date, time, and
location of the meeting, a list of attendees, and a sequence of agenda items
or discussion points, often with allocated time slots. By providing a clear
framework, an agenda helps organize the flow of the meeting, facilitates
effective time management, and ensures that all critical issues are
addressed. It also allows participants to prepare in advance, contributing to
a more productive and efficient meeting.
Elements of Agenda:
1. Title:
The title should clearly indicate the purpose or type of the meeting (e.g., "Monthly
Marketing Team Meeting" or "Project Kickoff Meeting").
2. Date, Time, and Location:
These details specify when and where the meeting will take place, helping attendees
plan accordingly. For virtual meetings, the location can include the platform or link.
3. List of Attendees.
A list of expected participants helps everyone know who will be present, which can be
crucial for understanding the meeting's dynamics and decision-making processes.
4. Call to Order: The official start of the meeting, often led by the chairperson or
meeting organizer, marking the beginning of the proceedings.
5. Approval of Previous Minutes:
A review and approval of the minutes from the last meeting, ensuring that all participants agree
on the record of what was discussed and decided previously.
6. Meeting Objectives:
Clearly stated goals or objectives of the meeting, outlining what needs to be accomplished by the
end of the session.
7. Agenda Items:
The main content of the agenda is typically listed in the order they will be addressed. Each item
should have a brief description, the name of the person responsible for leading the discussion,
and a designated time allocation.
8. Discussion Points:
Specific topics or issues to be discussed within each agenda item, providing a clear focus for the
conversation and ensuring that all necessary details are covered.
9. Action Items:
Tasks or actions to be taken as a result of the meeting. These should include who is responsible
for each action, what needs to be done, and any relevant deadlines
Notice
is a formal written or printed announcement used to inform individuals or
groups about important information, events, or actions. It serves as an official
communication tool to ensure that the intended audience is aware of specific
details such as meetings, policy changes, deadlines, or other significant
occurrences.
Notices are commonly used in organizational settings, public institutions, and
legal contexts to provide clear and concise information. They typically include the
date, time, location, and nature of the event or information being communicated.
By delivering essential details in a straightforward manner, notices help maintain
transparency, compliance, and effective communication within and across
organizations.
Elements of Notice:
Elements of Notice:
• Heading or Title:
The heading or title of the notice should clearly indicate its purpose or subject
matter. It should be concise and attention-grabbing to immediately convey what
the notice is about.
• Date:
The date of issuance or posting is important for reference purposes and to
indicate the timeliness of the information provided in the notice.
• Salutation:
Depending on the formality of the notice and the audience, a salutation may be
included. This could be a generic greeting like "Dear All" or "To Whom It May
Concern" or a more specific greeting if the notice is directed at a particular group
Body:
The body of the notice contains the main content or message. It should be clear, concise, and
organized, presenting information in a logical manner. Important details such as date, time, venue,
instructions, or any other relevant information should be included here.
• Details:
Specific details related to the subject of the notice should be provided clearly. This may include
dates, times, locations, contact information, and any other pertinent details that the reader needs
to know.
• Conclusion or Closing:
The notice may include a closing statement to summarize the message or provide additional
instructions. This could include a call to action, a reminder, or any other relevant information to
conclude the notice effectively.
• Signature or Contact Information:
Depending on the context, the notice may include the name, title, and contact information of the
person or department responsible for issuing the notice. This allows recipients to seek clarification or
follow up if needed.
• Logo or Branding (optional):
In some cases, especially for official notices issued by organizations or institutions, a logo or
branding elements may be included to provide visual identity and authenticity to the notice.
 OFFICE MEMORANDUM
A memorandum (or "memo") is a (usually) short piece of writing designed
for communication within an organization. It is a piece of business
communication, typically aimed at a specific audience (like members of
your unit or team). It is typically either a reminder of the importance of
some particular thing (e.g., renewed efforts in customer service) or a
request to take specific action (e.g., be at a team meeting Monday at 2pm
to discuss something specific.)
In a short sense, memo is a written message from one person to another person
within the exact same company. An office memo is a brief kind of memorandum.
The actual meaning of the word memorandum is a note to help the memory.
Memorandums are particular in number. Its plural forms are memorandums or
memorandam. A memorandum is a written note or communication specifically in
business between individuals working for the same company."
Memo can be used:
To issue directions to the things
To communicate regarding policy changes to the personnel
To give/seek tips
To ask for help or details to verify a decision reached on the telephone, and so on
However, a memo might not be discovered proper if the matter is of a complex or serious
nature including lengthy conversation.
A memo can be applied for future referral. For that reason, it functions as an evidence to
serve legal issues.
Memo is a short piece of writing generally used by the officers of an organization for
communicating among themselves.

Uses of Office Memorandum

To Provide Information
To Issue Instruction
To Convey Policy Decision
To Offer/Invite Suggestion
To Record/Report an Agreement
To Establish Accountability
Helps you to avoid meeting personally, when necessary
Basic Principles and Characteristics of
Office Memorandum
Basic Principles and characteristics of office Memorandum.
Necessary and Sufficient Information
Do not Assume that Everyone knows Everything related to the issue
discussed in the Memo
Be Clear, Concrete and Specific
Easy-to-Understand
Explain with Ease and Co-operation
NO Emotional Appeal
Functions of Office Orders:
• Policy Communication:
Office orders are used to communicate new policies, procedures, or guidelines within the organization.
They serve as official announcements to ensure that all employees are aware of changes and
expectations.
• Instruction and Direction:
Office orders provide clear instructions and directions to employees regarding specific tasks, projects, or
activities. They outline responsibilities, timelines, and any other relevant details to ensure that work is
carried out efficiently.
• Decision Implementation:
When decisions are made at the managerial or executive level, office orders are often issued to
implement these decisions throughout the organization. They translate strategic decisions into
actionable steps for employees to follow.
• Resource Allocation:
Office orders may allocate resources such as funds, equipment, or personnel to different departments or
projects. They ensure that resources are distributed effectively and in line with organizational priorities.
• Coordination:
In complex organizations with multiple departments or teams, office orders facilitate coordination by
providing a common framework for communication and action.