Meeting Minutes and Protocols

This assignment focuses on understanding the importance of clear and concise meeting minutes. It outlines best practices for setting agendas, recording meeting discussions, and documenting decisions made. The guidelines cover various aspects such as minute format, content, voting procedures, and post-meeting protocols. Students will learn how to effectively capture meeting information and ensure accurate record-keeping.

Running head: DIPLOMA OF BUSINESS
Diploma of Business
Name of the Student
Name of the University
Author’s Note

1DIPLOMA OF BUSINESS
Meeting 1
Purpose of the Meeting
The meeting is conducted to recognize the students interested in participating and
designing the senior jackets.
Yeronga State High School
ABN 111 222 333
Venue: O Block
Time of the Meeting: 12.00 P.M. to 1.00 P.M.
Time Schedule
Yeronga State High School Senior Jackets Meeting
Friday 13th September 2017
Estimated Time
I. Welcome Note
Attendance Marking
Statement of the Purpose
Introduction Session
10 Min
II. Apologies
Addressing those who couldn’t make for the meeting
2 Min
III. Detailed Discussion and Selection Making
Selection of the design
Selection of the Company
40 Min

2DIPLOMA OF BUSINESS
Preparing Budget for the Project
Task assignment to the members
Confirming the Selected plan
Scheduling next meeting
IV. Finalization
Appreciation
Good bye Note
8 Min

3DIPLOMA OF BUSINESS
Meeting Notice
Committee for Senior Jacket
Date: Friday 7th September 2017
Time: 12 P.M.
Venue: Yeronga State High School, O Block
*** Please update the agenda items to the Secretary by 9th October.
Signed
Nadeje, Irankunda
Secretary, Yeronga State High School Inc.
[e-mail]
[phone]

4DIPLOMA OF BUSINESS
Meeting Minutes
Oder Help Line
Approval of minutes
Reports
Unfinished Business
Motion
New Business
Announcements
Adjournment
Secretary Date of approval

5DIPLOMA OF BUSINESS
Resources Considered
Previous designs
Designing websites
Past Designer companies Used
Survey monkey result
Top designs
Agenda
Previous minutes
Checklist Yes No Remarks
Confirmation of the Venue
Purpose of the meeting
Agenda
Distribution of the details of the meeting
Select a minute taker
Arrange resources like past designs, past
designer companies, survey monkey
result etc.
Preparation of Plan B
Organizing past designs
Recover survey monkey result
Presentation preparation
Update the Principal

6DIPLOMA OF BUSINESS
Protocols and Procedures consideration for the meeting
The established meeting agenda needs to follow the policies and procedures of business
and should state the purpose of the meeting
Gain chairperson’s approval for the meeting
Communicate with the participant and keep them updated with the information
Keeping draft copy to track the progress of the meeting and what more is required
Budgeting is necessary to develop idea of monetary requirement of different departments
Itemized meeting paper
Circulation of meeting well in advance for providing time to the participants for
preparation
Provide previous minutes to the participants
Requirement of following contractual obligation to avoid legal issues and monetary loss.
Preparation of formal timeframe
Need to meet the statutory requirement
Protocols and procedures for setting agenda and taking minute of your meeting
The agendas proposed needs to follow the following guideline
Introduction
Purpose of the meeting
Agenda should communicate the correspondence, venue, time, and date of the meeting
Minutes of previous meeting
Decisions carried forward from previous meeting
It should incorporate minutes, previous minute, treasure reports and chairperson’s report
Needs to have standing item for discussion

7DIPLOMA OF BUSINESS
It should include other business
Finally, agenda should have a conclusion statement of the meeting
The minute for meeting should transcribe certain format that includes:
Name of the meeting
Venue, date and time of the meeting
The of the chairperson, administrator and participants
Apologies for absence
Previous minutes agreed and signed
Matters occurring
Brief of each item
Summary of submitted report
Motions and amendments
Voting numbers
Decision concluded
Time and deadlines of the tasks
Date of submission along with the chairperson’s signature
Sentences and paragraphs following proper grammatical structure
Sentence should be under 25 words
Should be in past tense
Avoidance of vague words
Details of participants
Mr Palmer
Myself

8DIPLOMA OF BUSINESS
Students in 11th standard
Post Meeting Protocols
 Send thank you letter to the participants
 Date, time and location
 Attendance
 Points raised and decisions concluded
 Motion and Vote results
 Archive meeting documents
 Check for the actions
 Analyse report outcomes
 Name of the recorder

9DIPLOMA OF BUSINESS
Meeting Minutes (13th September)
Call to Order
Purpose: Make decision on the Senior Jacket
Time and Venue: 12 P.M. at O Block of Yeronga State High School
Apologies: None
Approval of minutes
Mr. Palmer proposed the expectations to the students regarding senior jersey designs and
demonstrated the previous designs. 30mins
Motion
Students expressed their opinion on the jersey design and viewed several websites for the
designs. 20mins
Announcement
Mr. Palmer proposed the time and date of the next meeting and the expected progress in
due time. 2mins
He asked the students to decide 11 designs for the next meeting. It is to make the 11th
standard students to decide on the senior jacket. 8mins.
Secretary Date of approval

10DIPLOMA OF BUSINESS
Meeting 2
Purpose of the meeting
The meeting is conducted to choose 11 designs for the senior jacket and will be sent out
to the student via survey monkey. The top three designs selected in the meeting will be
forwarded to the principle for final selection.
Yeronga State High School
ABN 111 222 333
Location: O Block
Time of the Meeting: 12 P.M. to 1 P.M.
Yeronga State High School Senior Jackets Meeting
Friday 26th September 2017
Estimated Time
I. Introduction
Attendance Marking
Statement of the Purpose
Introduction Session
10 Min
II. Apologies 2 Min
III. Minutes of previous meeting 2 Min
IV. Detailed discussion and selection making
Selection of the design
Selection of the Company
Preparing Budget for the Project
Task assignment to the members
Confirming the Selected plan
40 Min

11DIPLOMA OF BUSINESS
Scheduling next meeting
V. Finalization
Appreciation
Good bye Note
8 Min

12DIPLOMA OF BUSINESS
Meeting Notice
Committee for Senior Jacket
Date: Tuesday 26th September 2017
Time: 12 P.M.
Venue: Yeronga State High School, O Block
*** Please update the agenda items to the Secretary by 20th September.
Signed
Nadeje, Irankunda
Secretary, Yeronga State High School Inc.
[e-mail]
[phone]

13DIPLOMA OF BUSINESS
Meeting Minutes
Oder Help Line
Approval of minutes
Reports
Unfinished Business
Motion
New Business
Announcements
Adjournment
Secretary Date of approval

14DIPLOMA OF BUSINESS
Resources Considered
Previous designs
Designing websites
Past Designer companies Used
Survey monkey result
Top designs
Agenda
Previous minutes
Checklist Yes No Remarks
Confirmation of the Venue
Purpose of the meeting
Agenda
Distribution of the details of the meeting
Select a minute taker
Arrange resources like past designs, past
designer companies, survey monkey
result etc.
Preparation of Plan B
Organizing past designs
Recover survey monkey result
Presentation preparation
Update the principal

15DIPLOMA OF BUSINESS
Protocols and Procedures consideration for the meeting
The established meeting agenda needs to follow the policies and procedures of business
and should state the purpose of the meeting
Gain chairperson’s approval for the meeting
Communicate with the participant and keep them updated with the information
Keeping draft copy to track the progress of the meeting and what more is required
Budgeting is necessary to develop idea of monetary requirement of different departments
Itemized meeting paper
Circulation of meeting notice well in advance for providing time to the participants for
preparation
Provide previous minutes to the participants
Requirement of following contractual obligation to avoid legal issues and monetary loss.
Preparation of formal timeframe for the project to ensure the completion of the task on
time
Need to meet the statutory requirement for the completion of the task.
Protocols and procedures for setting agenda and taking minute of your meeting
The agendas proposed needs to follow the following guideline
Introduction
Purpose of the meeting
Agenda should communicate the correspondence, venue, time, and date of the meeting
Minutes of previous meeting
Decisions carried forward from previous meeting
It should incorporate minutes, previous minute, treasure reports and chairperson’s report

16DIPLOMA OF BUSINESS
Needs to have standing item for discussion
It should include other business
Finally, agenda should have a conclusion statement of the meeting
The minute for meeting should transcribe certain format that includes:
Name of the meeting
Venue, date and time of the meeting
The of the chairperson, administrator and participants
Apologies for absence
Previous minutes agreed and signed
Matters occurring
Brief of each item
Summary of submitted report
Motions and amendments
Voting numbers
Decision concluded
Time and deadlines of the tasks
Date of submission along with the chairperson’s signature
Sentences and paragraphs following proper grammatical structure
Sentence should be under 25 words
Should be in past tense
Avoidance of vague words
Details of participants
Mr Palmer

17DIPLOMA OF BUSINESS
Myself
Students in 11th standard
Post Meeting Protocols
 Send thank you letter to the participants
 Plan date, time and location for next meeting
 Attendance marked
 Points raised and decisions concluded in the meeting
 Verify the transcribed notes for ensuring the accuracy of the record of the meeting and it
is formatted in accordance within organizational procedures and meeting conventions
 Motion and Vote results
 Archive meeting documents
 Check for the actions
 Analyse report outcomes
 Name of the recorder

18DIPLOMA OF BUSINESS
Meeting Minutes (26th September)
Call to Order
Purpose: Survey Monkey
Time and Venue: 12 P.M. at O Block of Yeronga State High School
Apologies: None
Approval of minutes
Mr. Palmer asked the students to present the selected designs. 3min
Mr. Palmer conducted the survey monkey. 2 min
Students discussed and worked on the designs. 10mins
Motion
Students expressed their opinion on the selected 11 jackets. Top three will be taken to the
principle in the next meeting. 15mins
Announcement
The results of the survey monkey will be shared in the next meeting in presence of Mr.
Heath, the principle of the institution. 5mins
The top 3 designs selected will be presented to the principle. It is to design a jersey and
distribute it to the 11th standard students. 20mins.
Secretary Date of approval

19DIPLOMA OF BUSINESS
Meeting 3
Purpose of the meeting
This meeting will be conducted in presence of the principal, Mr. Heath seeking his
approval.
Yeronga State High School
ABN 111 222 333
Location: D Block (Principal’s Office)
Time of the Meeting: 3.00 P.M.
Yeronga State High School Senior Jackets Meeting
Monday 10th October 2017
Estimated Time
1. Introduction
Greet the principal
1 Min
2. Apologies 1 Min
3. Discussion Body
Discuss 3 final designs with principal for approval
Finalize the pricing of the jackets
Budgeting
20 Min
4. Meeting Finalization
Review of the discussed information
Plan final meeting before sending the design for production
Greet good bye
10 Min

20DIPLOMA OF BUSINESS
Meeting Notice
Committee for Senior Jacket
Date: Monday 10th October 2017
Time: 3 P.M.
Venue: Yeronga State High School, D Block, Principal’s Office
*** Anyone Please update the agenda items to the Secretary by 4th October.
Signed
Nadeje, Irankunda
Secretary, Yeronga State High School Inc.
[e-mail]
[phone]

21DIPLOMA OF BUSINESS
Meeting Minutes
Oder Help Line
Approval of minutes
Reports
Unfinished Business
Motion
New Business
Announcements
Adjournment
Secretary Date of approval

22DIPLOMA OF BUSINESS
Resources Considered
Previous designs
Designing websites
Past Designer companies Used
Survey monkey result
Top designs
Agenda
Previous minutes
Checklist Yes No Remarks
Confirmation of the Venue
Purpose of the meeting
Agenda
Distribution of the details of the meeting
Recorder for recording principal’s
statemment
Arrange resources like past designs, past
designer companies, survey monkey
result etc.
Preparation of Plan B
Recover survey monkey result
Presentation preparation
Principal’s confirmation

23DIPLOMA OF BUSINESS
Protocols and Procedures consideration for the meeting
The established meeting agenda needs to follow the policies and procedures of business
and should state the purpose of the meeting
Gain chairperson’s approval for the meeting
Communicate with the participant and keep them updated with the information
Keeping draft copy to track the progress of the meeting and what more is required
Budgeting is necessary to develop idea of monetary requirement of different departments
Itemized meeting paper
Circulation of meeting notice well in advance for providing time to the participants for
preparation
Provide previous minutes to the participants
Requirement of following contractual obligation to avoid legal issues and monetary loss.
Preparation of formal timeframe for the project to ensure the completion of the task on
time
Need to meet the statutory requirement for the completion of the task.
Protocols and procedures for setting agenda and taking minute of your meeting
The agendas proposed needs to follow the following guideline
Introduction
Purpose of the meeting
Agenda should communicate the correspondence, venue, time, and date of the meeting
Minutes of previous meeting
Decisions carried forward from previous meeting
It should incorporate minutes, previous minute, treasure reports and chairperson’s report

24DIPLOMA OF BUSINESS
Needs to have standing item for discussion
It should include other business
Finally, agenda should have a conclusion statement of the meeting
The minute for meeting should transcribe certain format that includes:
Name of the meeting
Venue, date and time of the meeting
The of the chairperson, administrator and participants
Apologies for absence
Previous minutes agreed and signed
Matters occurring
Brief of each item
Summary of submitted report
Motions and amendments
Voting numbers
Decision concluded
Time and deadlines of the tasks
Date of submission along with the chairperson’s signature
Sentences and paragraphs following proper grammatical structure
Sentence should be under 25 words
Should be in past tense
Avoidance of vague words
Details of participants
Mr Palmer

25DIPLOMA OF BUSINESS
Myself
Students in 11th standard
Post Meeting Protocols
 Send thank you letter to the participants
 Plan date, time and location for next meeting
 Attendance marked
 Points raised and decisions concluded in the meeting
 Verify the transcribed notes for ensuring the accuracy of the record of the meeting and it
is formatted in accordance within organizational procedures and meeting conventions
 Motion and Vote results
 Archive meeting documents
 Check for the actions
 Analyse report outcomes
 Name of the recorder

26DIPLOMA OF BUSINESS
Meeting Minutes (26th September)
Call to Order
Purpose: Take final opinion from Mr. Heath
Time and Venue: 3 P.M. at D Block of Yeronga State High School (Principal’s Office)
Apologies: None
Approval of minutes
Mr. Heath is informed and shown the top three design selected by the group. 5mins
Mr. Heath considers the designs and approved the jacket number 3. 5min
Motion
Mr. Heath clarifies the reason behind his selection. 10mins
Announcement
The meeting was to receive approval from Mr. Heath. The finalized jacket will be set out
for printing after the next meeting. It will ensure the planning is in place. 10mins.
Secretary Date of approval