Title of Training : Project Proposal Making and Minutes Taking Training

Topic 2 : Minutes Taking

Objectives
 Understand the importance of an effective minutes;
 Learn the roles and responsibilities as minutes takers;
 Identify and apply the various types of minutes taking tools and strategies.
What is a Meeting

- Is a gathering of people with a clear purpose or goal being held with a definite time schedule
and place /venue

Some FAMOUS MEETINGS

 The Last Supper

 The Cry of Balintawak
 LGU Meetings
- Opening of Bids
- Budget Hearing

Seven Goals of Meeting

Share Information
Advance the thinking
Improve communication
Build Community
Build Capacity
Make decisions
Obtain Input

Minutes of Meetings . . .
. . . .its meaning, importance and purpose

 Is a written document or record of what transpired in a meeting

 There is legality

 Clear presentation of what the participants want to say in the meeting

What should be reflected in the minutes
 The minutes of meeting reflects the following information:

 Attendees/participants

 Agenda

 Date and Venue

 Issues discussed and agreements/decision reached

 Names of discussants

 Time started and time ended

 Names of people who raised motions /movants

The Difference between Agenda and Minutes

AGENDA MINUTES

- Complete statement of motion and

- Topics to be discussed
resolutions of a meeting

- Prepared before holding a

- Prepared after the meeting
meeting

- Read out at the beginning of

- Read out in the next meeting
the meeting

- Served by the proper

- Done by the secretary
authority

- Signed by the secretary and the

- Signed by the convener
chairperson

Types of Minutes of Meeting

• Verbatim/ Narrative

• Every single word that was said

• Discussion

• Details on how plans and other agreements were finalized

• Action/ Resolution

• Plans and agreements on resolving issues and complaints

Types of Minutes

• Verbatim/ Narrative

• Every single word that was said

• transcript
• long minutes
 • Flow of Details are not based on the agenda but are based on the actual
discussion
• Discussion

• Details on how plans and other agreements were finalized

• Based on the process how the resolution was made and/or reached

• Action/ Resolution

• Decisions reached and actions to be taken are given emphasis in recording

EFFECTIVE NOTES TAKING

 Steps to be Taken
1. Make a guide or a template in preparation for the meeting

Sample

Republic of the Philippines

Province of Antique
Municipality of Libertad

MINUTES OF MEETING OF THE _______________________________________________ HELD ON

___________________________ , _______, at __________________________________________

I . PRE MEETING INFORMATION

A. Attendance: ( see attendance sheet ) Total _______ Present ________ Absent ________
B. Agenda :
# 1.

# 2.

# 3.

C. Meeting Duration ______ Time Started : ________ Time Ended: _________________

D. Presiding Officer : _________________________________________________

II. MEETING PROPER/ORDER OF BUSINESS

1. Call to Order
2. Introductory Remarks
3. Presentation of Topics
4. Discussion of Agenda

Agenda o ISSUES/CONCERNS  AGREEMENTS

Number/ RAISED REACHED/
Topic DISCUSSANT/S * INFORMATION  PLANS OF ACTIONS
SHARED
# CLARIFICATIONS
>SUGGESTION/
RECOMMENDATION
Agenda 
#1
 Agenda 
#2

Agenda 
#3

Other 
Matters

I hereby certify to the correctness of the above minutes of the _____________ meeting

______________________________
Secretary/ Recorder
Reviewed and Noted by: Attested by:

___________________________ __________________________________

2. Know the agenda and visualize in advance the flow of the scheduled meeting and the expected
participants. (see sample template )

3. Be at the venue an hour ahead of the scheduled time start of meeting to facilitate the registration
and accomodation of the arriving participants.

4. Be keen and mindful of the agreeents and decisions reached for every agenda. Closely follow the
discussion and be bold enough to ask the Presiding Officer what are the final agreement/decision
reached for every agenda before proceeding with the next.

5. Prepare the minutes of the meeting as soon as possible. The minutes taker should not wait for
more days to pass before preparing the minutes as there is the tendency to forget some important
details during the meeting.

SKILLS OF A MINUTES TAKER

The Minutes Taker should at least have the following attitudes and skills :

• Total neutrality: wala sing may gina apinan

• Note-taking speed: Madasig nga pagsulat para ma-record ang tanan nga nagkalahitabo sa
meeting

• Invite someone who has the eyes of a tiger: Magpili sang partner nga makabasa sang natapos
na nga minutes para makabulig sa pag pasigurado sang mga masunod:

• intsakto ang mga spelling;

• mahapos basahun;

• klaro ang mga statement;

• naka base lang gid sa diskusyon

• Listening skills: Para mas mahatagan importansiya ang mga dapat lang nga ibutang sa minute.

WRITING THE MINUTES

AFTER MEETING

 Write minutes ASAP

 Be Concise
 Write in the third person and past tense (“It was reported that…”)
  Follow the order of the agenda
 Give each item a heading
 Record the exact wording of actions
 Use speech marks for direct quotes
 Do not use jargon or abbreviation

PREPARING THE MINUTES

 Do this right away (24-hour turn-around)

 Know format conventions (using names, versus third person…)
 Convey sentiment not precise words in the case of “heated” discussions
 Condense lengthy discussions with:
o After a general discussion, it was decided that…
 Convey the action statement (what was decided; clearly and accurately)

ELEMENTS OF A MINUTES OF MEETING

1. Name and kind of meeting.

2. Date, place, and time that the meeting began and ended

3. Names of the chair/ presiding officer and secretary or their substitutes.

4. Names of voting members attending and whether a quorum was present

5. Names of guests on appearance and their subject matter

6. Whether minutes from the previous meeting were approved or corrected

7. Motions made

 the exact wording of the motion

 who made the motion

 the result of the vote

8. Reports

 name of the report

 name of the member presenting it

 any action taken on the report.

(If the report was in writing, attach it, or tell where it may be found. An oral report may be summarized
briefly.)

9. Other actions, assignments and deadlines, resolutions, and recommendations can be briefly recorded

10. Secretary's signature once the minutes have been approved.

WHAT TO AVOID . . .

• Opinions or judgments such as:

• "a well done report"

• "a heated discussion“
• “samtang ginasulat niya sing mahinay .. .”

MINUTES TIPS

Objectivity - do not interpret mood or tone

Consistency - comply with content and format standards that are organization’s policy
Professionalism - proofread technical terms before circulating minutes
Logical flow - All events that relate to an item should be grouped together.
Archive (ability) - Minutes should be easy to archive and retrieve electronically.