Describe the steps you would take when arranging a monthly Board meeting?

• Prepare Meeting Agendas • Present overall performance of the staffs.(report to the manager level) • Present the records of the staffs all kinds’ records.
• Present overall monthly activities related to your field.
• Indicate the root and cause of the problems and provide solutions to each.
• Present Problem resolution

1 - Preparation of the agenda which contains all the reports that will show them and discuss it 2 - Preparation of all documents relating to the subject of the meeting 3 - identify people invitees to attend the meeting 4 - tell them the time and place of the meeting ..
as well as themes that will be discussed 5 - Selection of the decision and the Secretary of the drafting committee

1- pull out the last meeting agenda and minutes 2-sort the pending topics and put it in the new agenda for updates 3-send for the attendees to ask them if any of them needs to add any nrw topic the agenda.

4- lease with the attendees assistants to sey the meeting time.

5- circulate the outlook meeting request to the attendees and their assistants including the final agenda with time and venue ofvthe meeting.
6-prepare al the related documents in a seperate file for all attendees at the time of the meeting.
7-arrange for the meeting refreshments.

8- record the minutes for the next follow up.

Steps would be as follows:
1- Most important is to set the proper date, time & venue and make sure all the board members are informed and available at the time of meeting.

2- The meeting agenda has to be prepared, by checking with the board members or member heading the meeting.
this depends on companies and how do they set the agenda of the meetings.

3- Summary of the previous meeting minutes and what progress has happened from the time of previous meeting until the current meeting has to be prepared and submitted to the board members before the start of the meeting.

4- The meeting venue has to be ready in terms of computers, projectors, catering, seating etc and everything checked before the meeting.

5- be available during the meeting to take minutes.
and then send out the minutes after the meeting is finished to all the members.

6- last point follow up to find out the progress of the tasks in order to mention them in the next month meeting.

7- start preparing for the next month meeting.

1.
Clarify purpose and aims 2.
Create an agenda 3.
Schedule the meeting 4.
Post and send out agenda 5.
Circulate supporting information 6.
Make room arrangements 7.
Arrange for recorder 8.
Evaluations of Meeting Process

1-Be prepared.
There is a tremendous amount of preparation needed to run a productive and informative meeting.
Unfortunately, most Board Members have limited time in which to prepare for the task of preparing for a Board of Directors Meeting.
This article will provide an outline and checklist for Boards, Committees and Managers to follow in order to prepare and hold informative and productive Board Meetings.
2-Know each person's role.
In most cases, there are at least three (3) key people involved with the preparation of the Board Meeting: the President, the Secretary and the Property Manager, if any.
A week prior to the meeting, the participants should confirm the Agenda items with all Directors and Committee persons.
The designated person should confirm the location and time of the meeting.
The Meeting Notice and Agenda should be printed and distributed to all of the participants.
3-Prepare meeting notice and agenda in advance.
Three to four days before the meeting, the designated person should post the Meeting Notice and Agenda at the designated area on site for the Association's Notices.
The person in charge should then collect and distribute the Board Member's Meeting packets which will include, but not be limited to, the following: Meeting Agenda Notice of Meeting Minutes of Previous Meeting President's Report Treasurer's Report Manager's Report Committee Reports Information Related to Old Business Information Related to New Business 4-Have extras on hand.
On the day of the meeting, the person in charge should print additional Meeting Agendas and Manager's Reports for any Members who may attend.
In addition, have extra Board Member packets available in case there are Directors who do not bring theirs to the Meeting.
Check to see if the tape recorder is working.
Have extra batteries, pens, paper and miscellaneous supplies on hand.
Bring the Official Minutes Book, recorded Governing Documents and copies of all of the prior month's correspondence to the meeting.
5-Give updates.
Someone should be designated (usually the Chairperson of the Meeting) to give reports for absent Officers and Committees.
In addition, it would be wise to have a current financial statement, delinquent owner list and a copy of the current State Statutes, governing your type of association on hand, in case there are any questions of this nature 6-Prepare minutes and after-meeting requirements.
The day after the meeting, the person in charge should remove the Meeting Notices and Agendas from the bulletin Boards.
Make all changes, additions and deletions to the previous month's approved Minutes.
Make a draft of the current meeting Minutes while they are fresh in your mind.
Distribute this to key people on the Board for their changes and additions.
Then, these changes should be ready for the next meeting.
At this time, arrange for the next month's meeting location and time.
7-Keep up the good habits.
With this outline and schedule, each Board of Directors Meeting should be easy to prepare and schedule for and the end result should be productive meetings for the Board Members and be an informative meetings for the Owner Members who attend.
Depending on the association, this outline can be reduced or expanded for size and complexity of the actual meetings.
Always, allow for or make a part of the Agenda which encourages owner participation.
Limit the time for any questions or comments.
The Board does not have to make any decisions at that time (as that particular question or comment was not specifically on the Agenda) and it can then be made a part of the next scheduled meeting, if important or not.
In all cases, use an outline and schedule from month to month in order to insure well run meetings.
After awhile, you should begin to see more owners attending and participating.

1.
First you have to have a good idea & proper knowledge about what would be the topics of discussion & who are the members to be present 2.
Arrange for a venue & confirm the timing & date of their availability 3.
Prepare a notice of the meeting along with the agenda- in brief points a week back from the date scheduled & that needs to be circulated among the members.
4.
Within this time period of a week, maximum 2 days prior to the meeting- i used to make sure that i have ready with me- a)the final meeting notice & agenda, b) list of members present for the meeting, c) minutes of the last meeting, d) report on the work progress of last minutes e) A report on the current business scenario f) Report on any upcoming plans or suggestion to be discussed Post meeting the minutes/resolutions of the current meeting should be made & circulated to all the concerned within two days from the date the Board meeting was held.

Schedule the meeting Post and send out agenda Circulate supporting information Make room arrangements Arrange for recorder Evaluations of Meeting Process