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CONFERENCES AND MINUTES

SEQUENCE
INTRODUCTION AIM PREPARATION FOR A CONFERENCE
CONVENING ORDER THE AGENDA ADMINISTRATIVE ARRANGEMENTS

MINUTES
FRAME WORK MINUTE TAKING RECORDING MINUTES

SUMMARY CONCLUSION

INTRODUCTION
CONFERENCE ARE HELD TO ALLOW DISCUSSION
FREE EXCHANGE OF IDEAS SAVE TIME ENABLE QUICK ACTION AN AGENDA WRITING THE MINUTES THE FEW IMPORTANT RULES

AIM
TO GIVE GUIDANCE ON HOW TO PREPARE FOR A CONFERENCE AND HOW TO TAKE AND PRODUCE MINUTES

PREPARATION FOR A CONFERENCE


SUCCESS OR FAILURE WILL DEPEND TO A LARGE EXTENT ON FORESIGHT AND PLANNING OF A STAFF OFFICER RESPONSIBLE FOR ORGANIZATION THOSE ATTENDING ARE WELL PREPARED, SO THAT DECISION MAKING MADE EASY

CONVENING ORDER
TIME, DATE AND THE VENUE WHO IS TO ATTEND
WHETHER TO BRING SUPPORTING STAFF

PURPOSE OF THE CONFERENCE

THE AGENDA
COMPILATION (BY THE SECRETARY IN CONSULTATION TO THE CHAIRMAN) LISTED IN A LOGICAL ORDER MINUTES OF THE LAST CONFERENCE MATTERS ARISING FROM THE LAST CONFERENCE ARRANGEMENTS FOR THE NEXT CONFERENCE ANY OTHER MATTERS SHORT EXPLANATION QUESTIONS TO BE RESOLVED DISTRIBUTION (A COPY TO EVERYBODY ATTENDING) ASSISTANCE TO THE CHAIRMAN
A CONFERENCE BRIEF TO CHAIRMAN LIST OF THOSE WHO MAY BE EXPECTED OR INVITED TO SPEAK ABOUT PARTICULAR AGENDA ITEMS

EXAMPLE OF AN AGENDA
COMD/A/7/21 Army Headquarters P O Box 553 COLOMBO 432682-5 Ext 3139 See Distr Oct 97

AGENDA FOR A PRINCIPLE STAFF OFFICERS CONFERENCE TO BE HELD IN THE CONFERECNE ROOM ARMY HEADQUARTERS AT 1100 HOURS ON THURSDAY 23 OCT 97 1. 2. 3. 4. 5. 6. 7. Opening statement by the Chairman. Security of the AHQ Complex. Training Courses. Discipline. Commissioning of Other Ranks. Vehicle Discipline. Any Other Matters. .... Distr: External: Action: Internal: Action: Info:

ADMINISTRATIVE ARRANGEMANTS
A ROOM FOR THE CONFERENCE CLEARLY SIGNPOSTED SEATING PLAN AND PROVIDE PLACE CARDS PREPARE A FORM FOR SIGNATURES OF ATTENDIES SPARE PAPER AND PENCILS

VISUAL AIDS ARRANGE REFRESHMENTS SHORTHAND WRITER AND TAPE RECORDER


SECURITY ARRANGEMENTS

MINUTES
PRODUCTION OF THE MINUTES

SUMMARIZE IMPORTANT DISCUSSION

DECISIONS TAKEN AND WHO ARE TO ACT UPON THEM

CHARACTERISTICS OF MINUTES
ACCURATE (BASED ON DECISIONS AND ACTION ON THEM) BRIEF (ONLY ESSENCE OF THE DISCUSSION AND DECISIONS) SELF-CONTAINED IMPERSONAL (NO REFERENCE TO PERSONNEL) INCLUSIVE (CRISP AND CLEAR STYLE) TIMELY ( WITHIN 48 HOURS )

FRAMEWORK
SUPERSCRIPTION TEXT
SUBJECT HEADING ATTENDANCE AIM MINUTES MARGINS,SECURITY CLASSIFICATION AND ACTION SIGNATURE DISTRIBUTION ACCOMPANYING DOCUMENTS

SUBSCRIPTION

SUPERSCRIPTION
IN CONFIRMATION TO THE RULES AND CONVENTIONS OF THE SERVICE WRITING

THE TEXT

SUBJECT HEADING
SIMILAR HEADING OF THE AGENDA WITH THE DATE, TIME AND PLACE OF CONFERENCE

ATTENDANCE
NAME AND APPOINTMENT IN ORDER OF RANK (THE SERVICE SENIORITY ALSO TO BE OBSERVED WITH THIS) SERVING OFFICERS FILLING POSTS OF A HIGHER POSITION TAKES PRECEDENCE OF HIS RANK, BUT NOT OF APPOINTMENT SERVICE OFFICERS BEFORE CIVILIANS IN CASE OF NO CIVILIAN IS HAVING AN EQUIVALENT APPOINTMENT CHAIMEN IS LISTED FIRST AND SECRETARY AT LAST WITH REMARKS OF THEIR APPOINTMENT IN THE CONFERENCE REGARDLESS OF THEIR RANKS ]DECORATIONS, REGIMENT AND SERVICE ARE NOT SHOWN WHERE A PERSON ATTENDS AS THE REPRESENTATIVE OF ANOTHER, BOTH APPOINTMENTS ARE SHOWN WHEN A PERSON IS NOT PRESENT FOR THE WHOLE CONFERENCE, THE ITEMS(S) FOR WHICH HE ATTENDED ARE SHOWN

AIM
IT IS USUAL TO INCLUDE THE AIM OF THE CONFERENCE AMPLIFIED, IF NECESSARY, BY A BRIEF STATEMENT WHICH WILL IN TERN HELP READERS OF NON-ATTENDIE NATURE ALSO INCLUDED IN THE OPENING STATEMENT

MINUTES
RECORDED IN THE ORDER SHOWN IN AGENDA POINTS COMING OUT AT VARIOUS PLACES TO BE REGROUPED ACCORDINGLY ANY OTHER MATTER HAS TO BE UNDER ANY OTHER MATTERS

MAGINS SECURITY CLLASIFICATIONS AND ACTION


LEFT MARGIN 30 OR 40 MM AS APPROPRIATE AND THE SECURITY CLASSIFICATIONS TO BE INCLUDED THERE ACTION COLUMN WITH 40 MM TAB HAVING FOLLOWING
ALL RELEVANT TO ACT MENTIONED AS APPRPRIATE SECRATARIES HQ BE ACTED UPON ADDRESSED TO THE BRANCHES RATHER THAN TO THE INDIVIDUALS
REF TO BE MADE TO UNITS OR BRANCHES FOR ACTION OUTSIDE THE SECRETARYS HQ ACTION SHOULD NOT GENERALLY BE ALLOCATED TO THOSE WHO WERE NOT PRESENT OR REPRESENT AT THE CONFERENCE; REMEDIES ARE:
UNIT IN ACTION COLUMN WITH AN EXPLANATORY COVERING LETTER SECRETARY OR A STAFF OFFICER IN AC TION COLUMN AND UNIT AS INFO ADDRESSEE

SUBSCRIPTION
SIGNATURE
SIGNED BY SECRETARY ON APPROVAL IN DRAFT BY CHAIRMAN ALL WHO ATTENDED OR REPRESENTED AS ACTION ADDRESSEES ALL THE OTHERS AS INFORMATION ADDRESSEES IN CASE OF NON ATTENDEE TO BE INCLUDED AS ACTION ADDRESSE
UNIT IN ACTION COLUMN WITH AN EXPLANATORY COVERING LETTER (IN CASE OF RELATIVELY INFORMAL CONFERENCES) SECRETARY OR A STAFF OFFICER IN AC TION COLUMN AND UNIT AS INFO ADDRESSEE ( IN CASE OF FORMAL CONFERENCES OF POLICY PLANNING NATURE)

DISTRIBUTION

ACCOMPANYING DOCUMENTS
GENERALLY SENT AS ENCLOSURES IN EXTREME NEED OF INCLUSION DUE TO SENDING DETAILED STATISTICAL DETAILS OR PROGRAMME OF EVENTS ONLY ACCEPTABLE THEY ARE LISTED IN THE NORMAL WAY AND REFERED IN THE APPROPRIATE MINUTE

MINUTE TAKING
TAPE RECORDERS MAY BE USED AS AN AID TO MINUTE TAKING AT THE DISCRETION OF THE CHAIRMAN DUE TO INFORMATION SECURITY NEVER TO BE USED AS A SUBSTITUTE FOR WRITTEN NOTES NEVER TO BE USED COVERTLY (ALL MEMBERS TO KNOW THAT THE DISCUSSION IS BEING RECORDED) BEST SUITED FOR CONFERENCE ROOMS FITTED WITH EQUIPMENT FOR THE PURPOSE SECURITY HAZARDS WILL OUTWEIGHT THE ADVANTAGES, SO THAT EXTREME CARE TO BE OBSERVED IN RECORDING DISCUSSIONS

TENSE
THE SIMPLE PAST (DID) THE PERFECT (HAD DONE) THE CONDITIONAL (WOULD DO)

CONVERSION OF DISCUSSION
Ser (a) 1 2. 3. 4. 5. 6. What was said at the Conference (b) I am willing to do that. I told the contractors yesterday. They have reached their limit. I will find out tomorrow. We were always prepared for that. You are to do it today. What is written in the Minutes (c) He was willing to do that. He had told the contractors the previous day They had reached their limit. He would find out the next day. They had always been prepared for that. He was to do it that day.

REPORTING SPEECH
Serial (a) 1. 2. Incorrect Reported Speech (b) All present agreed that the Guest Night will take place. The earth bund may be completed in 3 days, provided 4 class 1 dozers were available. 4 ambulances will be required for casualty evacuation. The college has enough cleaning materials to last till next year. Correct Report Speech (c) All present agreed that the Guest Night would take place. The earth bund might be completed in 3 days, provided that 4 class 1 dozers are available. 4 ambulances would be required for casualty evacuation. The College had enough cleaning material to last till the following year

3. 4.

ABBREVIATIONS
NORMAL RULES GOVERNING THE NON OPERATIONAL WRITING

AFTER MINUTES
THE DECISIONS MADE AFTER THE END OF THE CONFERENCE ARE MADE AS AFTER MINUTES BY SOMEBODY (OR AS SECRETARYS NOTE) NOT RECOMMENDED AT ALL ALL DECISIONS HAS TO BE INCLUDED IN THE RELEVANT SECTION OF DISCUSSION

SHORTENED MINUTES
THE TERM MINIMALLY USED BY NOW NORMAL FORM OF MINUTES AS A RECORD OF DECISIONS MADE, SUPPORTED BY MINIMAL INTRODUCTION AND DISCUSSION THIS IS THE NORMAL SYSTEM BY NOW AT MOST HAED QUARTERS FULL MINUTES OR FORMAL MINUTES ARE ONLY REQUIRED AT HIGHER LEVELS AS MOD

SUMMARY
PREPARATION FOR A CONFERENCE
CONVENING ORDER THE AGENDA ADMINISTRATIVE ARRANGEMENTS

MINUTES
FRAME WORK MINUTE TAKING RECORDING MINUTES

SECURITY CLASSIFICATON PRIVACY MARKING

MS/A/51/5

PRECEDENCE Copy No.of..copies Total pages. Army Headquarters P O Box 553 COLOMBO 432682-5 Ext 3139

See Distr MINUTES OF A CONFERENCE ON (SUBJECT) HELD IN (PLACE) AT (TIME) ON (DATE) Present;. . . . . (Chairman) (Items 2 and 3 only) (rep) (Sec)

Jan 98

SY ITEM 1. (ITEM HEADING) CLASS 1.(Statement of the problem) ...... 2.(Essence of discussion) . 3.Decision. . Sec SECURITYCLASSIFI CATION ITEM 2. (ITEM HEADING) 4......

ACTION

Distr:

Page Number PRIVACY MARKING SECURITY CLASSIFICATION

Copy No:

CONCLUSION
MINUTES ARE DESIGNED TO ENSURE THAT CORRECT AND IMMEDIATE ACTION IS TAKEN ON THE BASIS OF DECISIONS REACHED. THE ACCURATE RECORDING OF DECISIONS REACHED IS THEREFORE THE ESSENTIAL SKILL OF THE MINUTE WRITER...

END

AMPLIFYING NOTES
CHAIRMANS RESPONSIBILITIES CHAIRMANS CONTROL AND DIRECTION SECRETARYS RESPONSIBILITIES CONFERENCE RECORDS

CHAIRMANS RESPONSIBILITIES
PLANNING THE CONFERENCE
TIME, VENUE, PARTICIPANTS , AGENDA AND ALL MATTERS FOR THE BEST OUTPUT

CONTROL & DIRECTION OF THE MEETING


NOT DICTATING TERMS OR EXPRESSING OPINIONS, BUT BE THERE AS THE MEDIUM THROUGH THE DISCUSSION FLOW TRIMMING AND SIFTING THE DISCUSSION

PRODUCTION AND DISTRIBUTION OF THE RECORD


JOB DONE BY SECRETARY, YET CHAIRMAN RESPONSIBLE

CHAIRMANS CONTROL AND DIRECTION


START ON TIME INTRODUCE THE MEMBERS IF REQUIRED STATE THE PURPOSE OF THE CONFERENCE CLEARLY AND BRIEFLY START THE DISCUSSION WITH PLANNED QUESTIONS FOR VIEWS,

COMMENTS OR INFORMATION KEEP THE DISCUSSION RELEVANT AND BE PREPARED WITH QUESTIONS LEADING TOWARDS OBJECTIVES KEEP THE DISCUSSION BRIEF, YET INTRODUCING ANY MATTERS WHICH HAS NOT BEEN EMPHASIZED STOP THE VERBOSE SPEAKERS TACTFULLY AND POLITELY, WHILST ENCOURAGING THE RETICENT AND RELUCTANT MEMBERS TO JOIN IN

CHAIRMANS CONTROL AND DIRECTION Contd...


ENSURE THAT ALL REMARKS ARE IMPERSONAL, MADE ONE BY ONE AND DIRECTED AT THE CHAIR (NO SIDE DISCUSSIONS) REFRAIN FROM GIVING YOUR OWN OPINIONS UNTIL A MATTER OF DISCUSSION IS CONCLUDED, WHERE CHAIRMANS OPINIONS MADE AS PERSONAL OPINIONS ONLY SUMMARIZE THE PROGRESS OF THE DISCUSSION AT INTERVALS AND WHENEVER APPROPRIATE AND AT CONCLUSION OF EACH AND EVERY ITEM OF THE AGENDA IN CASE OF SHARP DIVISIONS OF OPINION, RE-STATE THE PRINCIPAL ARGUMENTS ON BOTH SIDES IN FORM OF MAJORITY AND MINORITY VIEWS ENSURE THAT ALL MEMBERS ARE QUITE CLEAR ON DECISIONS REACHED AT

SECRETARYS RESPONSIBILITIES
NOTIFY MEMBERS THE DATE, TIME AND PLACE OF THE CONFERENCE IN TIME SEND MEMBERS A COPY OF AGENDA AND, IF REQUIRED A BRIEF COVERING THEIR RESPONSIBILITIES ON SPECIFIC ITEMS ON THE AGENDA PREPARE ANY CHARTS, GRAPHS , PLANS , DIAGRAMS OR OTHER VISUAL AIDS THAT MAY BE NEEDED MAKE ADMINISTRATIVE ARRANGEMENTS FOR THE MEETING BRIEF THE CHAIRMAN ON ALL ITEMS OF THE AGENDA PREPARE A TIME TABLE FOR ITEMS IN AGENDA IF NECESSARY RECORD THE MINUTES CLEAR DRAFT MINUTES WITH THE CHAIRMAN DISTRIBUTE THE MINUTES

CONFERENCE RECORDS
CHAIRMAN TO :
ENSURE SECRETARY ACCURATELY RECORDS DECISIONS CHECK DRAFT COPY OF MINUTES FOR ACCURACY

SECRETARY TO :
NOTE, IN MINUTE FORM, RELEVANT ASPECTS OF ARGUMENT IF REQUIRED, AND ALL DECISIONS TAKEN CLEAR DRAFT MINUTES WITH CHAIRMAN BEFORE TYPING

OTHER IMPORTANT MATTERS


THE EXAMPLES IN THE SWHB WILL ELABORATE ALL MATTERS PERTAINING CONDUCT, NOTE TAKING AND WRITING MINUTES ARE ALL PRACTICAL SKILLS TO BE DEVELOPED BY INDIVIDUALS ADMINISTRATIVE ARRANGEMENTS TO BE COORDINATED WITH THE STAFF OF THE ORGANIZATIONS AND ALL OTHER MATTERS ARE TO BE HANDLED BY THE PRESIDENT AND THE SECRETARY SHORTENED MINUTES ARE DONE AT LOWER LEVELS OF COMMAND WHERE THEY DO NOT INVOLVED WITH STRATEGIC OR HIGHER TACTICAL LEVEL DECISIONS

IMPORTANT OF PRACTICE
PRACTICE ONLY MAKE YOU BETTER IN ARRANGING, CONDUCTING AND RECORD MAKING IN CONFERENCES BE PREPARED FOR A SMALL CONFERENCE AS AN IE PERFECT YOUR SKILLS BY INVOLVING IN THE CONFERENCES AT YOUR PLACES OF SERVICE...