MINUTES OF

MEETING

PREPARED BY: EUNICE V. MARMITO

BSE EL1-1
 At the end of the lesson, you
OBJECTIVES should be able to:

01. Determine the purpose of

minutes

02. Carry out effective

minutes of meeting

03. Use of proper format for

minutes
 WHAT IS
MINUTES OF MEETING?

written record of an official proceedings

minutes of meeting is also known as "protocol" or

"note"

these are records kept by courts or corporations for

future reference

 1. Name of company

located at the top-left of the

page

2. Date
FORMAT OF located at the top-right of
the page
MINUTES OF
MEETING 3. Topic

after two return keys; Center-aligned.

✓ Attendees − name and designation
✓ Absentees − name, roles, reasons for
absenteeism.

 4. Agenda at hand
topics to be discussed

5. Issues raised
along with the name of
FORMAT OF the speakers
MINUTES OF
MEETING 6. Suggestions

made along with the name of the

speakers
 7. Decision

outcome of the meeting

8. Take list

FORMAT OF task allotted and the

respective allottee
MINUTES OF
9. Future meetings
MEETING
date and topic of the next
meeting
 HOW TO TAKE MEETING
MINUTES
BEFORE
choose your recording tool
make sure that your tool of choice is in working order
have an advance reding of the before the meeting starts

DURING
pass around an attendance sheet
make sure you know everyone
note what time the meeting start
don't try to write all comments
 HOW TO TAKE MEETING
MINUTES
DURING
write down all motions
record the ending time of the meeting

AFTER
type up the meeting as soon as possible after the meeting
on the final copy of the minutes, Include the name of the
organization, title of the committee, type of meeting, and its
purpose
give the times it began and ended. provide list of attende
provide list of attendees
proofread the meeting before you submit
 1. It becomes your guide
2. It serves as a
FIVE reminder
REASONS 3. It will serve as a
WHY reference for members

MINUTES who weren’t present

during the meeting
ARE
4. It is time-saving
IMPORTANT
5. It may serve as your
corporate defense
 ADVANTAGES AND
DISADVANTAGE
taking notes by hands

ADVANTAGES

✓ You can pay attention to what's happening in the meeting

rather than focusing on typing.

✓ You can easily draw arrows, cross out words, and underline
information without having to look for the right key. You can
use your own method of notation or shorthand.

✓ It's faster to write if you are a slow typist.

 ADVANTAGES AND
DISADVANTAGE
taking notes by hands

ADVANTAGES

✓ You can easily write notes on the meeting handouts.

✓ There's less temptation to record every word.

✓ There's no worry about what might go wrong with the

computer.

✓ It's quieter and less distracting to other people in the room.

 ADVANTAGES AND
DISADVANTAGE
taking notes by hands

DISADVANTAGES

✓ You may not be able to read your handwriting.

✓ You may not be able to keep up if you write slowly.
✓ Your writing hand can get tired if it's a long meeting.
✓ It's a longer two-step process of writing, then typing.
✓ You may misplace your written notes and lose everything.
 ADVANTAGES AND
DISADVANTAGE
taking notes on a computer
ADVANTAGES

✓ It's faster because you don't have to transcribe your notes

later–they are already typed.
✓ It's faster if you are a good typist.
✓ The notes are legible.
✓ It's easier and faster to check spelling.
✓ It's easy to edit as you go.
✓ You can efficiently fill in a template that includes the agenda
items.
✓ You can display your notes on a screen if the group wants to
see them.

 ADVANTAGES AND
DISADVANTAGE
taking notes on a computer
DISADVANTAGES

✓ You may record too much information because you can.

✓ You may focus too much on your screen rather than on the
meeting.
✓ Your computer battery may die if you don't have a power
cord.
✓ You may accidentally not save the file or may delete it.
✓ Your typing may distract others in the room or make them
self-conscious about what you are recording.
THANK YOU!