Essential forms

1. Meeting https://www.canva.com/design/DAF1WPusRfM/c13H2rGEE2R0aiwGmbFlFA/edit?
minutes utm_content=DAF1WPusRfM&utm_campaign=designshare&utm_medium=link2&ut
m_source=sharebutton
Writing minutes for a meeting is an important skill that helps in keeping a record of
the discussions and decisions made during the meeting. Here are some instructions
for students on how to write effective meeting minutes:

1. Preparation Before the Meeting:

 Ensure you have a copy of the meeting agenda.

 Familiarize yourself with the attendees and their roles.
 Have the necessary tools ready (notebook, pen, laptop).
2. During the Meeting:

 Record the date, time, and location of the meeting.

 Note down the names of the attendees and those who are absent.
 Write down key points from the discussion, focusing on decisions made,
action items, and who is responsible for each action.
 Be objective and concise. Avoid personal comments.
 If a vote occurs, record the outcome.
3. Structure of the Minutes:

 Title: Should include the name of the group or organization.

 Introduction: Date, time, location of the meeting, and list of attendees.
 Agenda Items: For each item, include a brief description, the discussion
summary, and any decisions or action items.
 Conclusions: Summarize any final decisions or statements.
 Action Items: Clearly list out action items, the person responsible, and
deadlines if applicable.
 Closing: Time the meeting ended.
4. After the Meeting:

 Review and edit the minutes for clarity and brevity.

 If necessary, consult with key attendees to clarify points.
 Distribute the minutes to all attendees and other relevant parties.
 File the minutes for future reference.
5. Additional Tips:

 Use clear and straightforward language.

 Avoid jargon unless it’s commonly understood by all attendees.
 Ensure the minutes are impartial and reflect a true record of the meeting.
 Follow any specific format or template if your school or organization has one.
Suggested forms https://www.canva.com/templates/EAFj-lg0CJM-meeting-minutes-doc-in-blue-light-
green-professional-gradients-style/

2. Group’s Form A
information
3. Group’s Form B
participation
4. Group’s Form C
performance
WRITING PROJECT 2023 Managed And Directed By LE NGOC TRAN
WRITING PROJECT 2023 Managed And Directed By LE NGOC TRAN
 FORM A
Group’s name: ___________________________________________ Class: ________________

No. Names & Photos Roles

1.

2.

3.

4.

5.

6.

Group’s rules

No. Rules + -
1.
2.
3.
4.
5.
6.
7.

Set by date: ________________________________________

WRITING PROJECT 2023 Managed And Directed By LE NGOC TRAN

 FORM B
GROUP’S PARTICIPATION
This form, labeled "FORM B," is designed to track group participation, including the distribution and completion
of tasks among group members. Here's how students should fill out this form:

1. Group's Name:
 Write the name of the group at the top of the form where it says "GROUP'S NAME."
2. Description:
 Provide a brief description of the group's overall task or project objective.
3. Group's Tasks:
 No.: Number each task sequentially for easy reference.
 Tasks: Describe each specific task that needs to be completed by the group.
 Percentages: Estimate the percentage of the overall project that each task represents.
 Notes: Include any relevant details or comments about each task (e.g., due dates, special
requirements).
4. Individual Contributions:
 No.: List the group members by number corresponding to the task numbers above.
 Names: Write the names of each group member.
 Tasks (Note the number of the tasks given above): Assign each member to the tasks listed in the
"Group's tasks" section by noting the task number.
 Percentages: Indicate the percentage of work each member is responsible for each task.

Instructions for Students:

Before the Meeting:

 Discuss and agree on the tasks necessary to complete the group's project.
 Assign tasks to each member, ensuring that responsibilities are fairly distributed.
During the Meeting:
 Fill out the form together, ensuring everyone agrees on the task descriptions and percentages.
 Clarify any uncertainties regarding tasks and responsibilities.
After Completing the Form:
 Review the form to make sure all information is correct and agreed upon by all group members.
 Distribute copies of the completed form to all group members and any supervisors or teachers
overseeing the project.
 Keep the form accessible for future reference and as a record of what has been agreed upon.
Follow-Up:
 Use the form to check on the progress of tasks and ensure that each group member is contributing as
planned.
 Update the form as needed if tasks or responsibilities change during the course of the project.

Remember, the purpose of this form is to ensure transparency and accountability within the group,
helping track contributions and progress throughout the duration of the project.

WRITING PROJECT 2023 Managed And Directed By LE NGOC TRAN

 GROUP’S NAME: ____________________________________
Group’s tasks:

No. Tasks Percentages Notes

No. Names Tasks (Note the Percentages

number of the tasks
given above)
1
2
3
4
5
6

WRITING PROJECT 2023 Managed And Directed By LE NGOC TRAN

 FORM C
GROUP’S PERFORMANCE
DESCRIPTION:

This form, labeled "FORM C," is intended for tracking a group's performance regarding their tasks.
Here's how to fill out this form:

1. Group's Name:
 Enter the name of the group in the space provided.
2. Description:
 Provide a brief description of the group's project or task objective.
3. Group's Tasks:
 No.: Assign a number to each task for reference.
 Tasks: Describe each task that the group needs to accomplish.
 Percentages: Indicate the percentage of the overall project that each task represents.
 Notes: Any additional information about the task such as resources needed, constraints, or
dependencies.
4. Individual Task Evaluation:
 NAME: Leave this blank if the tasks are not assigned to specific individuals; otherwise, write the
name of the group member responsible for the task.
 Tasks: Refer to the task number from the "Group's tasks" section.
 Start Date: The date when the group member is expected to start the task.
 End Date: The date by which the task should be completed.
 Evaluation +: Positive feedback or what was done well in the task.
 Evaluation -: Constructive feedback or what could be improved.

Instructions for Students:

Before the Meeting:

 Discuss and agree on the tasks necessary to complete the group's project.
 Determine the percentage each task contributes to the overall project.
During the Meeting:
 Fill out the 'Group's tasks' section collaboratively, ensuring everyone agrees on the task
descriptions and percentages.
 Assign tasks to members if applicable and agree on start and end dates for each task.
After Completing the Form:
 Ensure that all tasks are described clearly and that the corresponding percentages and notes
are complete.
 Review the 'Individual Task Evaluation' section to ensure that the start and end dates are
realistic and agreed upon by the responsible members.
Follow-Up:
 Use the form to monitor progress on tasks and to provide feedback on performance.

WRITING PROJECT 2023 Managed And Directed By LE NGOC TRAN

  Keep the form updated with any changes to tasks or timelines.
 Regularly complete the evaluation sections to provide feedback on the completion of tasks.

This form serves as a planning and evaluation tool to help manage the group's tasks and
performance, encouraging accountability and continuous improvement.

GROUP’S NAME: ____________________________________

Group’s tasks:

No. Tasks Percentages Notes

NAME Evaluation
Tasks Start date End date + -
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.

WRITING PROJECT 2023 Managed And Directed By LE NGOC TRAN