Writing Minutes: Documenting Meetings and Discussions
- 1. Utilizing the Elements and Importance in developing Minutes of the Meeting
- 2. Session Objectives: Accentuate the elements or parts in developing the minutes of the meeting.
- 3. Session Objectives: Catechize the importance of the minutes of the meeting in writing resolutions.
- 4. Session Objectives: Write and Develop sample minutes of the meeting for Supreme Student Government officers.
- 5. Introduce “Look Back and Remember Revisit your experience regarding Writing a Minutes of the Meeting.
- 6. Yes, I can do it! MINUTE-TAKING BEST PRACTICES
- 7. 1. Pre-meeting Phase 1. Choose your technology 2. Review Previous Minutes 3. Obtain the meeting agenda 4. Speak with the President or Adviser in advance 5. Arrive early 6. Determine your position at the table
- 8. 2. During the Meeting 1. Ask yourself, as you are taking notes 2. Summarize 3. Record motions word for word
- 9. 2. During the Meeting Example: Ms. Jade made a motion to approve the budget. Seconded by Mr. Ace Corpus. MOTION CARRIED
- 10. Continuation……. 4. Use Keywords vs. sentences 5. Keep emotions out of the minutes 6. Be an active listener 7. Create bulleted lists when recording
- 11. 7. Post-meeting: Closing the minute- taking loop
- 12. Post-meeting Hot Tips 1. Gather your materials 2. Create a draft within 24 hours 3. Double-space your minutes 4. Make sure to include any attachments 5. Send a draft to the President or Adviser 6. Prepare to make corrections.
- 13. ELEMENTS OF THE MINUTES OF THE MEETING Heading The name of the team, company, organization or committee and the date, as well as the location, and time of the meeting.
- 14. Attendees (Present and Absent) Must include the names of all those who came to the meeting, those who sent their apologies because they were unable to attend, and those who require copies of the minutes. ELEMENTS OF THE MINUTES OF THE MEETING
- 15. ELEMENTS OF THE MINUTES OF THE MEETING Approval of previous minutes This section will detail whether the minutes of the previous meeting were approved and list any outstanding actions and responsibilities.
- 16. ELEMENTS OF THE MINUTES OF THE MEETING Action items These items requiring action will include any unfinished business from the previous meeting as well as all current and new ones that now require attention or the Agenda at hand. The minutes will provide a report on each topic discussed at the meeting.
- 17. ELEMENTS OF THE MINUTES OF THE MEETING Announcements/Reports This section of the minutes reports on any announcements made by participants or those who sent their apologies, including proposed agenda items for the next meeting.
- 18. ELEMENTS OF THE MINUTES OF THE MEETING Next meeting A note on where and when the next meeting will be held.
- 19. ELEMENTS OF THE MINUTES OF THE MEETING Adjournment The motion to adjourn formally closes the meeting.
- 20. ELEMENTS OF THE MINUTES OF THE MEETING Signature line The name of the person who prepared the minutes and the date they were submitted and agreed.
- 21. PARA SA KABATAAN, REVEAL MO! TITLE VIII CORPORATE BOOKS AND RECORDS Sec. 74. Books to be kept; stock transfer agent. - Every corporation shall keep and carefully preserve at its principal office a record of all business transactions and minutes of all meetings of stockholders or members, or of the board of directors or trustees, in which shall be set forth in detail the time and place of holding the meeting, how authorized, the notice given, whether the meeting was regular or special, if special its object, those present and absent, and every act done or ordered done at the meeting
- 22. IMPORTANCE OF THE MINUTES OF THE MEETING 1. Meeting minutes offer legal protection Where recorded minutes can best serve as legal basis when conflict arises or someone intervenes.
- 23. IMPORTANCE OF THE MINUTES OF THE MEETING 2. Meeting minutes provide structure Even though there is no standardized format for meeting minutes, make sure your minute-taker sufficiently describes how student-leaders arrived at reasonable decisions. The minute-taker should also include the name of the organization, the date and time of the meeting, who called it to order, and who attended
- 24. IMPORTANCE OF THE MINUTES OF THE MEETING If there’s a quorum, they should also note all motions made, any conflicts of interest, if any members abstained from voting, when the meeting ended, and who developed the minutes. Meeting minutes must then be approved at the next meeting by the leadership team.
- 25. IMPORTANCE OF THE MINUTES OF THE MEETING 3. Meeting minutes drive action Good meeting minutes help drive a plan of action for your leadership team. They clarify how, when, why, and by whom decisions were made. They map out a plan for the action items (which helps get the work done) and they later provide valuable information to those team members who aren’t able to attend the meeting.
- 26. IMPORTANCE OF THE MINUTES OF THE MEETING 4. Meeting minutes act as a measuring stick Minutes record meeting decisions, which makes them a useful review document when it comes time to measure progress. They also act as an accountability tool because they make it clear who’s duty it was to perform which action.
- 27. Task: Para sa Kabataan, Subukan mo! Write and Develop sample minutes of the meeting for Supreme Government Officers
- 28. Task: Para sa Kabataan, Subukan mo! The group leader will share their work using the guided questions: What are the experiences of the group in writing the sample minutes of the meeting?
- 29. Task: Para sa Kabataan, Subukan mo! What are the difficulties or problems encountered during the brainstorming period while developing the sample minutes of the meeting? How did the group come up with the sample minutes of the meeting?
- 30. “KUNG HINDI MO ISUSULAT, WALA KAMING MAIINTINDIHAN SA NAKARAAN; KUNG HINDI MO LALAGYAN NG DIREKSYON, WALA KAMING SUSUNDAN SA KASALUKUYAN; KUNG HINDI MO ITATAGO ANG TALA, WALANG SINO MAN ANG MAKIKINABANG NITO SA KINABUKASAN”. PARA SA KABATAAN, ISASAPUSO KO!