The functions or duties of a company secretary

The functions or duties of a company secretary

Hello dear friends here you will get the functions or duties of a company secretary. Friends you also get anther article about How a company secretary can be removed from this post? As an important person of the company a secretary has to perform various functions. Even before the incorporation of the company a secretary is appointed to conduct the promotional activates regarding the formation of the company.

The function or duties of a company secretary can be discussed in the following manner:
(A) Pre-incorporation functions
(B) Post-incorporation function
(C) Routine functions

(A) Pre-Incorporation function: Functions performed by the first secretary of a company before the incorporation of the company is known as the pre-incorporation functions. Generally following activates performed in pre-incorporation stage:
1. Functions regarding the registration of the company.
2. Drafting articles of association.
3. Drafting articles of association.
4. Collecting certificate of incorporation form the registrar of the companies.
5. Conducting meeting among the promoters.

(B) Post-incorporation Functions: Following functions are accomplished by a company secretary after the incorporation of the company:
1. Arranging the meeting of the board of directors.
2. Collection of the certificate of commencement.
3. Arranging the statutory meeting of the company.
4. Preparation of statutory report etc.

(C) Routine functions: Routine functions of a company secretary can be classified into following categories:
1. Functions relating to shareholders:
i. Circulation of the prospectus.
ii. Receiving application for shares.
iii. Checking applications
iv. Making calls and taking initiative to collect calls-in arrears.
v. Distribution of share certificates.
vi. Informing the shareholders regarding meeting by notice.
vii. Declaration of dividend.

2. Functions regarding directors:
i. Arranging the meetings of board of directors (BOD)
ii. Preparation of minutes
iii. Implement the decisions of the Board meeting.
iv. Informing relevant matters to the BOD.

3. Functions regarding the meetings of the company:
i. Arranging different types of meetings.
ii. Preparation of agenda of meeting.
iii. Providing notice to the members
iv. Assist to run the meeting.
v. preparation of the minute book.
vi. Informing the members regarding the resolution passed in the meeting.

4. Advisory functions:
i. Providing relevant information to the top management to assist routine administrative functions.
ii. Assist policy formulation.
iii. Provide advice on the raising of funds
iv. Provide direction for negotiating third parties.
v. Assist in drafting agreement.

5. Liaison functions: Besides the above specific functions a company secretary maintain link among the concerned parties of the company. A company secretary in treated as the principal liaison officer of the company.

The functions or duties of a company secretary

How a company secretary can be removed from this post?

How a company secretary can be removed from this post?

Hello dear friends here you will get The removal procedure of a company secretary,How a company secretary can be removed from this post?Like any other employee of the company the ‘secretary’ can also be removed under specific grounds. For removal of a secretary prescribed procedure is followed. Business Communication Degree Solution.

For the following reasons a company secretary can be removed:
1. Disqualification: If it is proved that the secretary is not properly qualified to conduct his/her duties then such a secretary can be removed.

2. Disobedience: If a company secretary failed to work in compliance with the direction of the board of directors then he/she can be removed from the post on the ground of disobedience.

3. Negligence: on the ground of negligence to statutory duties a company secretary can be removed.

4. Moral disorder: If any moral disorder of the company secretary is identified then his/her service can be terminated.

5. Disablement: A company secretary also can be removed for any permanent disablement.

6. Winding-up of the company: the service of the secretary will automatically terminated if the company starts to wind-up.

How a company secretary can be removed from this post?

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The procedure regarding the appointment of a company secretary

The procedure regarding the appointment of a company secretary

Hello dear friends here you will get The procedure regarding the appointment of a company secretary. For public limited companies appointment of secretary is made compulsory by the companies act. A company secretary can be appointed by the following ways: Business communication degree solutions.

1. By Promoters: To accomplish the promotional work of the company the promoters appoint the first secretary of the company. The name of the first secretary is mentioned in the articles of association of the company. The board of directors ratified the appointment of the first secretary at the first meeting of board of directors (after the incorporation) with retrospective effect from the date of appointment.

2. By the first board of directors: The company secretary can be appointed by the directors at the first meeting of the board of directors. Whether the first secretary will be removed or reappointed, completely depends on the opinion of the members of board of directors.

3. From the directors: The board of directors (BOD) can appoint a director as the secretary of the company.

 4. Professional secretary: The board of directors can appoint a professional secretary as the ‘secretary’ of the company. An agreement mentioning terms and condition of the service is signed between the company and the person appointed as the secretary of the company.

These are the different methods followed for appointing the company secretary.

The procedure regarding the appointment of a company secretary

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Qualifications of a company secretary

Qualifications of a company secretary

Hello dear friends here you will get Qualifications of a company secretary or Requirements of a company secretary. A company secretary must have qualifications prescribed in the companies Act and also should achieve required attributes to perform the functions of a secretary.

Qualifications of a company secretary can be divided into two categories:
(A) General qualifications
(B) Professional qualifications

(A) General qualifications: To perform the important functions of a secretary one should have the following general qualifications:

1. Attentive: A company secretary must be attentive and good listener.

2. Adaptability: Another important attribute of a company secretary is adaptation power. To ensure the interest of the company the company secretary need to adopt with different situation.

3. Boldness: To perform his/her duty and to uphold the interest of the company, a company secretary needs to have boldness. Boldness is specially required in negotiating with third parties.

4. Careful: In performing the duties a company secretary needs to be careful.

5. Cooperative: A company secretary is treated as the principal liaison officer, thus to ensure desired coordination among the concerned parties he/she must be cooperative.

6. Polite: for better acceptance and successful public relation a company secretary should be polite in nature.

7. Punctuality: A company secretary also should be punctual.

8. Responsible: As a company secretary one has to perform various important functions. The interest of the company can be hampered if any irresponsible step taken by the company secretary. Thus responsibility is an indispensable step taken by the company secretary. Thus responsibility is an indispensable attribute of a company secretary.

9. Reliable: another major quality of a company secretary is reliability.

10. Honesty: Last of all, but not the least, a company secretary must be honest. Other qualifications can be meaningless without honesty.

(B) Professional Qualifications: Besides the discussed general qualifications a company secretary must possess some professional qualifications to run the office of secretary. Professional qualifications can be listed as follows:

1. Required educational qualification: A company secretary must have educational qualification as required by the company. Besides qualification in business education a company secretary also need to have qualification on secretarial science.

2. Efficiency in shorthand: To take dictation and to maintain the minute book a company secretary must be efficient in shorthand.

3. Efficiency in typing: A company secretary need to type different official documents on a regular basis, thus he/she also should be efficient in typing.

4. Efficiency in computer operation: In modern days a company secretary has to handle computer to receive and to send messages thus efficiency in computer operations has become an indispensable quality of a company secretary.

5. Proficiency in language: To communicate with the external parties and to maintain routine communication a company secretary must have proficiency in written and spoken form of language. Besides the own language a company secretary need to have proficiency in English language.

6. Knowledge regarding the company affairs: As a company secretary one should have detail knowledge on the company affairs.

7. Knowledge regarding company law: Knowledge regarding company law is treated as a ‘sine-qua-non’ for a company secretary. To conduct the routine functions and to maintain the proceedings of a meeting a company secretary must have in-depth knowledge of company law.

8. Knowledge of other laws: A company secretary also should have sound knowledge regarding contact law, Insurance Act. And other laws relating to the affairs of the company.

9. Efficiency in arranging meeting: As the secretary of a company one has to arrange different types of meeting on a regular basis throughout his/her tenure of service. Thus detail knowledge regarding the holding of meetings must be possessed by the company secretary.

10. Efficiency in office management: A company secretary also should have knowledge of office management.

11. Efficiency in Accounting and finance: To handle the company affairs a company secretary must have efficiency in Accounting and finance.

To be a successful company secretary one should have a clear concept regarding the very ‘nature of business’ of the company.

Qualifications of a company secretary

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Evaluate the legal position of a company secretary

Evaluate the legal position of a company secretary

Hello dear friends here you will get Evaluate the legal position of a company secretary. The post of the company secretary is created and defined by the companies Act. Thus company secretary has legal position in the company.

In the companies Act and in verdicts of different cases legal position of a company secretary have explained in the following manner:

1. Officer of the company: According to section of the companies act. 1994 secretary is an ‘officer’ of the company.

2. Servant of the company: in the case ‘Barnet Hoars & Co. vs. South London Tramways Co.’ the honorable judge treated secretary as a servant of the company. The secretary as a servant will perform under the supervision of the Board of Directors.

3. Agent of the company: If the Board of Directors delegates authority then the secretary can act as an agent of the company. As an agent the company secretary can negotiate with third parties regarding signing of agreement.

4. Coordinator of the company: A company secretary also acts as a coordinator. The secretary maintains link between concerned parties.

5. Adviser of the company: Having detail knowledge in commerce and company affairs the secretary play vital role in providing expert advice to the top management.

From the above discussion it is clear that, the legal position of a company secretary can be viewed form different dimension.

Evaluate the legal position of a company secretary

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What is company secretary?

What is company secretary?

Hello dear friends here you will get What is company secretary? and Define company secretary. Unlike a private secretary the status of a company secretary is legally defined. The person who holds the position of the secretary of a company can be termed as ‘company secretary’.

Indian companies act, 1956 (amended, 1974), defines a secretary as “Any individual possessing the prescribed qualifications appointed to perform the duties which may be performed by a secretary under this act and any other ministerial or administrative duties.”

In the words of Prof. sen & Mitra, “The secretary is an officer of the company having specified duties.

” Prof. R. Pal and J. S. Korlahalli stated that, “He (Secretary) acts as a vital link between the company, Board of directors, shareholders and the Government and other regulating agencies.”

From the above definitions following features of a company secretary can be identified:
i. has a legal position.
ii. Duties specified by the law.
iii. Should have appropriate qualification.
iv. Link among concerned parties.

Thus it can be said that the person who appointed as a secretary in compliance with the companies Act., performing prescribed duties and maintaining link among the stakeholders can be labeled as ‘company secretary’.

What is company secretary?

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The importance of a secretary

The importance of a secretary

Hello dear friends here you will get the importance of a secretary. As work load of executives increases, the importance of secretarial function also increases considerably, with the dramatic improvement of communication system the world become a global village.

No individual or firm can expect to gain competitive advantage without concentrating on the external communication. As a result in a modern organization secretary is not treated as a receptionist or a liaison officer, rather he/she is an indispensable part of the management.

In the words of R. Pal and J. S. Korlahalli, “The position (of secretary) is considerably changed now; the secretary has gained the confidence of the management and has come to be recognized as the principal officer of the company.”

The importance of a secretary can be discussed in the following manner:
1. Information collection: A private secretary or a company secretary who ever it is, the position of the secretary become extremely important for both individual and firm. One of the major reasons is secretary is that person who collect and preserve all relevant information and provide it in time to the concerned parties.

2. Making policies: Secretary of a modern firm is not busy with only steno typing or taking dictation. He is fully associated with the formulation of long-range and short-term corporate policies and programmers.

 3. Providing advice: As a qualified person having knowledge about various area of commerce, secretary also play important role by providing advice to the top management.

4. Organize meeting: In arranging meeting the role of secretary has immense important to the firm. In the following way secretary play significant role in arranging meeting:

i. Preparing Agenda
ii. Providing Notice
iii. Preserving minute book
iv. Preparation of reports etc.

5. Raising funds: In a modern company secretary is also involved in the process of raising funds from external sources. Secretary assists to prepare ‘prospectus’ which is disclosed for public issues of shares.

6. Transfer of shares: The process of share transfer is also assisted by the secretary.

7. Assist in making appointment schedule: Appointment schedule of the executive or of the employer also prepared by a secretary.

8. Negotiating business purchases: In case of business purchases, mergers, and etc secretary assist considerably by taking part in the negotiation with concerned practices.

9. Correspondence with stakeholders: Secretary bridges the gap between the stakeholders of the firm, viz. shareholders, directors, creditors, financial institutions, government agencies etc.

10. Efficiency: by establishing link among the concerned parties secretary ensure coordination, which ultimately increase the overall efficiency of the firm.

Besides these secretary also files different types of documents to the registrar of companies in compliance with the companies act.

The importance of a secretary

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Advantages and disadvantages of graphical representation in a report

Advantages and disadvantages of graphical representation in a report

Hello dear friends here you will get The advantage or merits and disadvantage or demerits of graphical representation in a report Advantages of report, Bangladeshi Business Communication Book, Business Report Writing, Disadvantages of report, Free PDF book, Honours Business communication book.

There is an old saying “a picture is worth a thousand words,” – that is use of pictures and graphs not only enhance the outlook of the report- but also make the report more meaningful and understandable. In the words of Lesikar and Pettit, “graphic aids are any form of illustration.

They supplement words, present minor details, emphasis key points, and improve the reports appearance.”

Advantages/merits of graphical representation in a report:

1. Greater acceptance:
Use of different types of graphs makes the report more meaningful and accordingly acceptance of the report increased.

2. Reduce cost: Sometimes use of pictures helps to limit the discussion which reduces cost of the report.

3. Attractive: Sometimes people lose their interest in reading long reports. But use of bar diagram, pie charts, photographs etc. make the report more attractive, which helps the audience to hold interest.

4. Promote goodwill: An illustrative report not only easily understandable but it also enhance the goodwill of the organization.

5. Helps in decision making: Usually executives have not much time to go through the whole report. For this reason an executive summary is included in the formal reports. In addition to executive summary graphs and charts help the executives to take prompt Decision.

Disadvantages/demerits of graphical representation in a report.

 Demerits of graphical representation are as follows:
1. Time consuming: Preparation of graphs and charts increases the completion time of the report.

2. Special knowledge: Graphs helps easy understanding but to prepare graphs an individual need to have special knowledge.

3. Misuse of graphs: Sometimes graphs and charts are used just to m are the report more colorful. But inappropriate use of graphs may create confusion.

Advantages and disadvantages of graphical representation in a report

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Draft a weekly market report on the Coimbatore Market ‘Vegetable Market’

Draft a weekly market report on the Coimbatore Market ‘Vegetable Market'

Hello dear friends here you will get Draft a weekly market report on the Coimbatore Market ‘Vegetable Market’ of Introduction:

Title of the Report: Weekly market report on the ‘Vegetable Market’ of Coimbatore Market.
Market’s Name: Coimbatore
Market Nature of Trading: Wholesale
Location: Near Tamil Nadu, USA
Product: Vegetables
Duration of the survey: Feb. 07, 2006 to Feb. 13, 2006
Date of submission: Feb. 14, 2006

Introductory Statement: In the survey period comparatively high price observed. A frequent fluctuation of prices of different vegetables was another major feature of the market.

Body of the report: 

Supply of vegetables: During the survey period comparatively low level of supply has been recorded. In comparison to the previous week. Overall supply of vegetables was low.

 Reason for low supply: it is revealed that due to ‘heavy fog’ traffic jam created in the ferry-ghat. As a result loading-unloading seriously disturbed. It causes late-arrival of vegetables in the market, which ultimately leads to higher prices.

Lack of control: Despite market monitoring some mal-practices among the traders also being observed Causes for frequent fluctuations of prices are not logical in some cases.

Expectations: As winter progresses, supply of vegetable likely to increase and prices will tend to reduce in the next week.

Example of Market rates of vegetables:

Trend of price: At the beginning of the week prices of most of the vegetables were higher than those of end of the week.

Conclusion: Significant price fluctuation was the order of the week. The market price level is expected to be more stable in the next week as supply is likely to increase. Monitoring should be continued and loading-unloading facilities need to be improved.

Draft a weekly market report on the Coimbatore Market ‘Vegetable Market'

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The essential features of a market report

The essential features of a market report

Hello dear friends here you will get what factors should be considered in drafting a market report?Or, the essential features of a market report.

To be effective, a market report should considerer the following factors:

1. Determination of objective: Like any other report market report also should be prepared by fixing predetermined objectives. Specific objectives or purposes infect act as a guideline for the preparation of the report.

2. Selection of market: On which market research will be conducted that also should be fixed in advance.

3. Avoid personal biases: In preparing the market report the reporter must be aware of personal biases. Personal likings or disliking should not affect the findings of the report.

4. Specific format: As market report is very important for the preparation of marketing strategy, it must be prepare like a formal report.

5. Appropriate method of data collection: Depending on the nature of the market and location of the consumer’s appropriate method of data collection should be selected.

6. Sensitiveness of the market: While preparing the market report, the reporter needs to consider the degree of sensitiveness of the market.

7. Selection of time: The trend of market may fluctuate over time. Thus the selection of time of research may influence the findings of the report.

8. Recommendations: Recommendations is an essential part of any report, therefore like other formal reports a market report must include specific recommendations for the betterment of the marketing strategy.

The essential features of a market report

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What is market report?, The importance or advantages of market report

What is market report?, The importance or advantages of market report

Hello dear friends here you will get What is Market Report?, Define market report. The importance or advantages of market report.

The effectiveness of marketing activities depends on the proper evaluation of the components of markets. That is demand of a product, consumer’s attitudes towards the product; price level, competitor’s strategy etc. are the key factors which have strong influence on the marketing strategy of the marketing strategy of the company.

Thus market report plays a vital role in formulating the marketing strategies. The report which reveals the demand of a product, consumer’s attitude and the trend of other related factors is known as market report.

In other words, market report is an analysis of the key factors of the market.The importance or advantages of market report:

Market report is essential not only for the preparation of marketing strategy for existing products but it is also a precondition for the development of new products. Importance of market reports are as follows:

1. Demand forecasting: Through market report the demand for the products of the company can be estimated.

2. Idea about consumer’s attitude: Market survey, especially psychological research on market helps to identify the needs of the customers and attitude of the customers’ toward the products of the company.

3. To increase the market share: Through market report proper competitive strategies can be taken by the company which will help to increase the market share.

4. Select proper channel of distribution: Whether consumers are satisfied with the existing channel of distribution or not can be identified by the market report and accordingly necessary measures can be taken.

5. Fixation of right price: Market report also helps to fix appropriate prices of the products of the company.

6. Selection of right media for advertisement: Statues of the consumers, nature of the market, expectation of the buyers etc. can be evaluated through a market report, thus it become easier on the part of the executives to select the right media.

7. New product development: Wiliam Davido, rightly said, “……….. Great products are invented in the marketing departments of a company” but the idea of new product developed with the help of market reports.

8. Decision making: Market report facilitates all kinds of decision making of the marketing department.

What is market report?, The importance or advantages of market report

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Difference between formal and informal reports

Difference between formal and informal reports

Hello dear friends here you will get difference between formal and informal reportsor Distinguish between long and short report.

Formal reports are analytical in nature and follow specific format. On the other hand informal reports are short and used basically for routine functions of an organization.

Distinction or Differences between formal and informal reports are as follows:

Difference between formal and informal reports

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What is informational and analytical report?

What is informational and analytical report?

Hello dear friends here you will get what is informational and analytical report? Distinguish between informational and analytical report.

Informational report: informational reports include only presentation of information detailed discussion and analysis are not provided. These reports are small in size.

Analytical report: this type of report provides detailed discussion on the basis of analyzed data. Unlike informational report this type of report includes recommendations.

Differences between informational and analytical reports are as follows:

What is informational and analytical report?

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