Professional Documents
Culture Documents
COMMUNICATION II
PBI10202
WEEK 9
Meetings (Post Meeting)
▪ Minutes of Meeting
▪ Writing Minutes
MEETINGS
Distribute the Minutes of Meeting and Gather Data Required for the
Upcoming Meeting (if needed)
After the meeting has ended, the first thing the secretary should think about is writing the
minutes of the meeting. The secretary can either write the minutes as the meeting happens if
he/she is a fast typist or do it once the meeting is adjourned/over, while everything is still
fresh in their minds. It is always better to write the minutes as soon as possible. The sooner
they are done, the more accurate they are.
There are a few stages that can be referred to when preparing the minutes. Below are the
stages:
Clarifying
Typing out
(If necessary)
Pre-typing Editing and
reviewing
STAGE Description
Reminders
✓ Do it as soon as possible because everything is still fresh in everyone’s
mind
✓ It is not necessary to write the minutes in the actual chronological order
of the discussion
✓ A short statement of each action taken and a brief explanation of the
rationale for the decision may be included
✓ Summarize only major arguments (if there is extensive deliberation or
discussion)
MEETINGS
DO’s
- Review the outline written during minutes taking.
- Add additional notes or clarify points raised.
- Check to ensure all decisions, actions and motions are
clearly noted.
- Write minutes as soon as possible, after the meeting
- Keep the minutes short and straight to the point.
- Write using appropriate tenses throughout the minutes
- Use plain English
DON’Ts
- Include inflammatory or personal observations (e.g.
heated debate, invaluable comments).
- Write people’s names except when they suggest new
motions or second the motions.
- Skip writing minutes just because everyone attended
the meeting and knows what happened.
- Describe all the "he said, she said" details unless those
details are very important.
- Include any information that will embarrass anyone
(e.g. Then Terry left the room in tears).
- Include motions that are withdrawn/rejected.
MEETINGS
Should be written
using appropriate
tenses throughout
the minutes
Commonly written
in past tense