GECC4: Purposive Communication

Block 2, 2nd Semester, A.Y 2021-2022

MINUTES OF MEETING

Group 3
Submitted by:
Leader:
Padro, Earl Danielle A.
In-charge of the Powerpoint:
Orsajes, Ayumi Angel S.
Other Members Involved in the Term Paper:
Gelizon, Shin Grace B.
Jasojaso, Josh G.
Labitigan, Chennie E.
Montallana, Jovi Rose M.
Monteroso, Ann Kathleen M.
Padilla, Cindy Rosi A.

Course, Year and Section:

Bachelor of Science in Medical Laboratory Science – 1B

Submitted to:
Ms. Gloria A. Gariando, Professor
 Minutes of a Meeting

Overview

Minutes are an official record of actions the board or committee took at a meeting, not a record
of everything that was said. They serve a historical purpose, but just as important, they serve a
legal purpose, documenting the group’s adherence to the proper procedures and the association’s
bylaws. And minutes and recordings made during a meeting are discoverable in litigation, so it is
imperative to be prudent about what you include.

Parts of Meeting Minutes:

1. Meeting title - meeting called to order, where it was being held, and who called it to order.

2. Members present - list down all present members

3. Members not present - list down the members who did not attend the meeting

4. Approval of minutes from last meeting - the secretary usually read the minutes from the
last meeting. The minutes were approved as read.

5. Business from the previous meeting - any motions or topics that were previously raised, a
brief description of what took place, and whether they were approved or rejected.

6. New business - any motions or topics were raised for the first time at this meeting, a brief
description of what took place, and whether they were approved or rejected.

7. Additions to the agenda - any additional items that were raised by committee members

8. Adjournment - what time the meeting being adjourned and by whom, as well as where the
next meeting will be held and when.
Steps Involved in Recording Meeting Minutes:

There are five main steps involved in recording the minutes of a meeting. They are:

 Pre-planning
 Record-taking
 Writing or transcribing the minutes
 Distribution of meeting minutes
 Filing or storage of minutes for referencing in the future

1. Pre-Planning

It talks about how well the Meeting is Planned, considering the topics to be discussed and the
issues on hand. With this, the writing of minutes will be more organized and systematically
numbered

2. Record Taking

The minutes should include the title of the group that is meeting; the date, time, and venue; the
names of those in attendance (including staff) and the person recording the minutes; and the
agenda. The minutes should follow the order of the agenda, with a basic, almost vague, summary
sentence or two for each item, along with the name of the person who presented it.

Votes taken should appear in their place of order in the agenda. Generally, don’t include names.
Instead, record what happened: “Action: Motion made, seconded, and carried.”

3. Writing or transcribing the minutes

When the meeting ends, the individual tasked with writing minutes should get all the resources
he needs to write up the minutes in a clear, presentable way.
Here are some tips to consider:

 Once the meeting ends, don’t take too long to write the minutes. This way, everything
that took place in the meeting is still fresh in your mind.
 Review the outline that had been created earlier and make adjustments where necessary.
This might include adding extra information or clarifying some of the issues raised. Also,
check to see that all verdicts, activities, and motions were clearly recorded.
 Revise the minutes and ensure they’re brief but clear.

4. Distribution of meeting minutes

Once the secretary completes writing the minutes, he’s supposed to share them with the group
members. They can be shared online or through the cloud. Considering that minutes and other
types of documents can entail a lot of paperwork, it may be preferable to use a paperless sharing
approach.

 For example, if the minutes recorder was documenting the minutes using Microsoft
Word, which does not offer online sharing, then they might consider using Google docs,
which offers a way of sharing documents online with other users.
 The recorder is also supposed to save a copy of the meeting minutes for future reference.

5. Post-Meeting Uses (Clarifications and Others)

Since minutes are public documents that members may ask to review, be clear on what to
exclude. Avoid direct quotations; even without a name, the speaker may be identifiable. Don’t
report details of discussions, especially who said what. When items not on the agenda are
discussed, note simply that “time was provided for members to discuss items not on the agenda.”
And remember that minutes are not the place for future action items or to-do lists.
Finally, once the minutes are approved, destroy any notes and audio or video recordings of the
meeting. The final approved minutes should be the only record of the meeting that you distribute
and keep.

The Importance of Minutes in General

Meeting minutes are important because they are used to document the key issues raised during a
meeting. For example, effective minutes can state the approaches that were proposed to solve a
particular problem and the main reason why members choose one method over the other.

The minutes of the meeting can be recorded manually or on an electronic device such as a laptop
or iPad. After the meeting, the recorder reviews the minutes and makes edits where necessary.
The meeting minutes are then shared with the group participants. Apart from distribution, the
minutes are also saved for future reference.
Sample of a Meeting Minute
 References
Panning, J. (2016), The Center for Association Leadership. Retrived from
https://www.asaecenter.org/resources/articles/an_magazine/2016/september-october/dos-and-donts-
for-meeting-minutes

Morand, T. (2020). Personify Wild Apricot. Retrived from https://www.wildapricot.com/blog/how-to-

write-meeting-minutes#new-to-writing-meeting-minutes

Meeting Minutes, Corporate Finance Institute. (December 2020). Retrived from April 2, 2022.
https://corporatefinanceinstitute.com/resources/knowledge/other/meeting-minutes/