What is minute? | Types of minute

Meaning of minute: Minute is an official written statement of the motions and resolutions taken in a meeting. It is brief but a complete record of all discussions held among the members of the meeting. It is also defined as the official record of the proceeding of a meeting that should be needed to approve by the participating members of the meeting.

An accurate written record of meetings is essential not only for all those who attended the meeting but also for those who were unable to attend. Some definitions of minute are as follows:

According to Rajendra Pal and Korlahalli, “Minutes are the official records of the proceedings of meeting.”

So, minutes are the brief and complete official written record of all discussion which is held among the members of the meeting.

Types of minute: Generally the minutes of a meeting can be divided into two groups. They are the follows:

1. Minutes of narration: These minutes will be a concise summary of all discussions which took place, reports received, actions to be taken and decisions made. It includes:

• Names of the participating members.


• Name of the proposer and supporter.


• Discussion summary. Resolutions.

2. Voting pattern etc.Minutes of resolution: Minutes of resolution means the written statement of the decisions that have been taken and approved by the participating members of the meeting. Only the main conclusions which are reached at the meeting are recorded in minutes of resolution. These are usually used for minutes of AGMs and other statutory meeting.

• Example: Purchase of photocopier- the company secretary submitted a report from the administrative manager containing full details of the trial of the AEZ photocopier. It was resolved that the AEZ photocopier be purchased at a cost of $250

Difference between agenda and minute: Both agenda and minutes are the important documents of a meeting. But they differ from each other in respect of the following points:

Factors considered in drafting minute: The following factors should be considered in drafting minutes of a meeting:

1. Name and address of the organization


2. Name of the meeting


3. Date, time and venue of the meeting


4. Name of the chair person


5. Name and signature of the participating members


6. Serial number


7. Following of the rules and structure of minutes


8. Name of the prosper and supplier of resolutions


9. Number of regret letters


10. Easy and understandable language


11. Divisions


12. Proper data


13. Signature of the president

What is minute? | Types of minute

Oral communication brief definition question and answer

Oral communication brief definition question and answer:

1. 
   What is oral communication? Ans. Oral communication is the process of communication in which message or information is exchanged or communicated within sender and receiver through the word of mouth.


2. 
   What is speech? Ans. Speech is the formal talk that the speaker addresses through spoken language or words in front of the audience gathered in a place to hear message.


3. 
   What is face-to-face conversation? Ans. Face-to-face conversation is an informal discussion through spoken language or words on a particular issue among the people to exchanges their views freely and fairly with each other.


4. 
   Define or what is interview? Ans. An interview is a formal meeting between two people (the interviewer and the interviewee) where questions are asked by the interviewer to obtain information, qualities, attitudes, wishes etc. from the interviewee.


5. 
   What do you mean by talking? Ans. Talking is the oral expression between two or more person about the knowledge, ideas, viewpoints and emotions through oral words.


6. 
   What do you mean by meeting? Ans. Meeting is a situation in which two or more people meet together for formal group discussion about a specific problem, issues, predetermined topic.


7. 
   What do you mean by notice? Ans. Notice is formal written or an oral statement that contains notification or warning about a fact or an invitation to the concerned person for attending the meeting.


8. 
   What do you mean by agenda? Ans. Agenda is an items or issues prepared by the secretary and which are to be discussed or transacted in a forth coming meeting.


9. 
   What do you mean by minute? Ans. Minutes are the brief and complete official written record of all discussions which is held among the members of the meeting.


10. 
    What do you mean by motion? Ans. Motion is a formal proposal or an idea that is presented in a meeting for discussion, voted on and takes decision.


11. 
    What do you mean by proxy? Ans. Proxy means a person or a representative who is nominated for performing one’s duty in his or her absence. When a shareholder fails to attend in the AGM he has the right to appoint another shareholder as his proxy to cast vote for him.


12. 
    What do you mean by Quorum? Ans. Quorum is the minimum number of members or persons whose attendance or presence must be needed in a meeting.


13. 
    What do you mean by resolution? Ans. Resolution is a formal decision of a meeting on any motion placed in the meeting.


14. 
    State some ways or medias of oral communication Ans. Conversation, interview, speech, training, meeting, conference, telephone or mobile etc.


15. 
    State some electronic or mechanical channel of oral communication Ans. Telephone, Mobile or cell phone, Television, Video conference etc.


16. 
    State some characteristics of a good speech Ans. Clear, Informal talk, Concise, Audience oriented, Interesting etc.


17. 
    State some advantage of speech Ans. Easy understanding, Time saving, Cost saving, Development of relationship, Quick means, direct feedback etc.


18. 
    What are the types of share holders meeting? Ans. Statutory meeting, Annual general meeting, Ex-ordinary meeting


19. 
    What are the types of directors meeting? Ans. Board meeting, Committee meeting


20. 
    Write the requisites of a valid meeting Ans. Right Convening authority, Proper notice, Agenda, Requisite quorum, Presiding officer


21. 
    Write the requisites of a valid notice Ans. Signature of the authority, Time date and place, agenda, conciseness

Oral communication brief definition question and answer

Difference Between Official Letter and Business Letter

Here you will get Difference between official letter and business letter. Letters carrying the messages of official matters are known as official letters. On the other hand, business letter refers to formal written letter where business related issues and formation are exchanging with the suppliers, customers, banks, insurance companies and other external parties of the organization. The distinctions between official letter and business letter are given below:

1. 
   Objective: Official letter it is written for exchanging the official information only. Business letter it is written to exchange business information.


2. 
   Subject: Official news and information are the main subject matters of this letter. Business letter is only commercial information is the subject matter of this letter.


3. 
   Nature: Official letter is fully office oriented. Business letter it is commerce and trade oriented.


4. 
   Method: Official letter method is indirect method is used in drafting this letter. Business letter method is direct and persuasive method is used in drafting this letter.


5. 
   Language: Official letter language it is traditional language is used here. Business letter it is technical and clear language is used here.


6. 
   Size: Official letter size it is small in size. Business letter size it may be small or medium in size.


7. 
   Clarity: Official letter clarity it is comparatively complex. Business letter clarity it is very much simple.


8. 
   Relation: Official letter relation the writer’s and reader’s relation is not considered here. Business letter relation business as well as personal relation is considered here.


9. 
   Structure: Official letter definite structure must be followed in drafting an official letter. Business letter there is no definite structure of a business letter.


10. 
    Salutation: Official letter salutation may be used in this letter. Business letter there must be a salutation in this letter.


11. 
    Complimentary: Official letter complementary close may be omitted here. Business letter complementary close is an essential part of this letter.


12. 
    Drafting Method: Official letter drafting method it is written in both direct and indirect method. Business letter drafting method is only direct method is used drafting it.

Difference between Govt. and semi-Govt. letter

The letter which is written form the govt. office is called a govt. letter. On the other hand, the letter which is sent to a private office form govt. office is called a semi govt. letter. The differences between govt. and semi govt. letter are as follows up.

1. 
   Objective: Govt. letter objective it is written for conducting the govt. activities. Semi-Govt. letter objective it is written for exchanging the information of govt. and semi-govt. organization.


2. 
   Size: Govt. letter size its small. Semi-Govt. letter it is comparatively large.


3. 
   Writing method: Govt. letter writing method is govt. formalities are fully maintained. Semi-Govt. letter writing method is Govt. formalities are not strictly maintained.


4. 
   Subject matter: Govt. letter subject matter is the main subject matter of this letter is govt. information. Semi-Govt. letter subject matter is various information and subjects are stated in it.


5. 
   Language: Govt. letter language is traditional language is used in drafting a govt. letter. Semi-Govt. letter language is flexible and easy language is used for drafting it.


6. 
   Complementary: Govt. letter is complementary close may be omitted here. Semi-Govt. letter is there may be a complementary close in the letter.


7. 
   Salutation: Govt. letter salutation is not used to draft it. Semi-govt. letter there may be a salutation in this letter.

Difference Between Official Letter and Business Letter

What is office memo or memorandum?

Here you will get about Meaning of office memo or memorandum or what is office memo or memorandum? Memorandum is popularly known as memo. The literal meaning of the word memorandum is a note to assist the memory. Memos are the written internal communication means for exchanging information relating to day-to-day functions within the organizations.

According to Lesikar and pettit, “Memorandum is a form of letters written inside the business”.

According to Stewart and Clark, “Memos are used to communicate with other employees, regardless of where the employees may be located in the same organization.”

According to S. Taylor, “Memo is a written communication form one person to another (or a group of people) within the same organization.”

So, memorandum or memos are an internal short note or letter in which information exchanged among superiors and subordinates or same potion of employees in the organizational structure.

Advantages of office memo

We know memorandum serves various purposes. it is a common means of writer, communication within the organization. The main advantages of memos are discussed below:

1. 
   Time saving: We can see that may organizations use printed memo. As it is usually printed, it takes less time to draft it.


2. 
   Less formality: No formality is necessary in drafting a memo, usually inside address, salutation and complimentary closing is omitted in it.


3. 
   Maintenance good relationship: It can help to maintain the good relationship among the boss and subordinates, because the bossing attitude is absent here.


4. 
   Low cost: The cost of communication through a memo is less than those of others.


5. 
   References: Memo is a written document. So, it can be used for future references.


6. 
   Inform the decisions and actions: The main objective of memo is to inform the decisions and actions. For this purpose, it should be written by the higher authority.


7. 
   Request the decisions and actions: The objective of memo is to request the decisions and actions. For this objective, it may be drafted by the sub-ordinate.


8. 
   Provide information: Another important objective of the memo is to provide information form one level to another within the business.


9. 
   Remain someone of action: Memo is also written to remind someone of action, if requires.


10. 
    Others: Issuing orders and instructions, providing response, providing suggestions, presenting informal report, solving problems.

Disadvantages of office memo

There are few limitations or Disadvantages of memos they are:

1. 
   Limited application: It is not widely used means of communication. Memorandum is mainly used in business firms. It maintains communication only among the employees of the same firm regardless of distance.


2. 
   Time consuming: It takes time to be sent to a distant branch or office.


3. 
   Expensive: As usually a memo is a per-printed form, it is expensive than other means. Sometimes huge printed memos remain unused.


4. 
   Lack of formality: It provides only informal communication.


5. 
   Lack of explanation: Memo is written in a short form. So the meaning of it may not be cleared to the reader.


6. 
   Less important to the reader: As it is an informal means of communication, it can be less important to the reader.


7. 
   Not suitable for illiterate people: Office memo is a one kind of written communication. So, illiterate people are not able to read and understand it.

Guidelines for writing effective memos or drafting memos

In order to make interoffice communication easier, please adhere to the following guidelines for writing effective memos:

1. Summarize the conclusions in the introduction paragraph


2. State the basis for conclusion in the introductory paragraph


3. Begin each subsequent paragraph with a thesis statement


4. Support the thesis statement in the body of the paragraph


5. Be concise


6. Know the audience


7. Avoid jargon


8. Stay objective


9. Use active verbs


10. Anticipate counterarguments


11. Provide “road signs” as needed


12. Cite the sources


13. Number the pages


14. End with a concluding paragraph

What is office memo or memorandum?

Test Post from The Business Communication

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