Question:
What is a Meeting ? Explain the tasks of a Secretary to be performed before a meeting.
What is a Meeting ? Explain the tasks of a Secretary to be performed before a meeting.
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Define a meeting, then list the secretary's pre-meeting tasks: fix date and venue, agenda, notice, papers and arrangements.
Updated On: Oct 19, 2026
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Solution and Explanation
Step 1: Meaning of a meeting:
A meeting is a gathering of two or more persons at a fixed time and place to discuss matters of common interest and take decisions.
It may be a board meeting, a staff meeting or a committee meeting.
It works through an agenda, a chairperson and a secretary.
Step 2: Tasks before the meeting: fixing the details:
1. Consult the chairperson and fix the date, time and place of the meeting.
2. Check the rules or articles to know the notice period and quorum needed.
3. Book the hall or room and arrange seating, light, fans, mikes and refreshments.
Step 3: Tasks before the meeting: notice and papers:
4. Prepare the agenda with the chairperson's approval.
5. Draft the notice and send it with the agenda to all members within the required time.
6. Collect reports, files and papers needed for the discussion.
7. Prepare the attendance register, minute book and the previous minutes. Keep copies of the rules ready.
Final Answer:
A meeting is a planned gathering to discuss and decide on matters. Before it, the secretary fixes the date and venue, prepares the agenda, sends notices and arranges papers and the hall.
A meeting is a gathering of two or more persons at a fixed time and place to discuss matters of common interest and take decisions.
It may be a board meeting, a staff meeting or a committee meeting.
It works through an agenda, a chairperson and a secretary.
Step 2: Tasks before the meeting: fixing the details:
1. Consult the chairperson and fix the date, time and place of the meeting.
2. Check the rules or articles to know the notice period and quorum needed.
3. Book the hall or room and arrange seating, light, fans, mikes and refreshments.
Step 3: Tasks before the meeting: notice and papers:
4. Prepare the agenda with the chairperson's approval.
5. Draft the notice and send it with the agenda to all members within the required time.
6. Collect reports, files and papers needed for the discussion.
7. Prepare the attendance register, minute book and the previous minutes. Keep copies of the rules ready.
Final Answer:
A meeting is a planned gathering to discuss and decide on matters. Before it, the secretary fixes the date and venue, prepares the agenda, sends notices and arranges papers and the hall.
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