Conducting and

Writing Minutes
of the Meeting
PREPARED BY:
JEY-SAH F. SANDOVA
Objectives

 Determine the order in conducting a meeting

 identify the key components of meeting minutes,
 explainwhat an agenda and meeting minutes are and
why they are useful.
Where do meetings go wrong?
Where do meetings go wrong?
How effective are meetings?
 Meeting

A meeting is a gathering of people to:

 present or exchange information
 Plan joint activities
 Make decisions
 Carry out actions already agreed upon
Minutes

Itis the written record of what

has transpired in a meeting.
Agenda
It refers to the list of various matters to be
discussed and decided during a meeting.
Must be approved by a majority vote soon
after the start of the meeting
Once approved, it is the property of the
assembly
How to make meetings effective?
 Plan
1. Define purpose
 Why do we need this meeting?
 What are the primary issues that need to be discussed?
 Mention meeting place and time
 Identify participants
2. Build the agenda and invite participants
 Prepare an agenda that outlines the topic to be discussed
 Invite relevant stakeholders
 Conduct
1. Outline goals, process and expectations
• Get everyone on the same page, clarifying –
• Why they’re present
• Their deliverables
• How the process will go,
• How long it will take and
• What the outcomes and next steps will be
 Conduct

2. Manage discussion and assess progress

• Keep the discussion under control
• Focus on agenda
• Keep critical decision-makers and stakeholders engaged
• Focus on time
 Conduct

3. Reach closure and share feedback

• Before closure, review the points discussed
• Setting expectations about next actions
 Order of a Meeting
1. Call to Order – formal declaration by the chairperson of the meeting that it has begun.
2. Roll call – Checking the attendance of the participants and to know if the participants are
already in quorum
3. Approval of minutes – review of previous minutes by board members
4. Agenda - It refers to the list of various matters to be discussed and decided during a meeting
5. Announcement – may include the schedule of the next meeting
6. Adjournment - a formal procedure that ends a meeting. If there is any unfinished business
at the time of adjournment, it is typically carried over to the next meeting. Prior to the motion
to adjourn, the chair should be sure that no important matters have gone unnoticed
 Call to Order

President: “I call to order the Special meeting of … (Name of the

Organization)
A timely letter of notice was received by all members of the board
for this meeting” or “A waiver of notice has been signed by all members of
the board and is to be filed with the minutes of this meeting.
Roll call

Presiding Officer: (to the Secretary) Do we have a quorum?

Secretary: Yes, the following members are present …
 Approval of Minutes
President: You have all received and had an opportunity to review the minutes
of the previous meeting. Are there any corrections or amendments to the
minutes”(After dealing with such corrections and amendments) “I call a
motion to approve of the minutes as presented (or as amended)
Member: So moved
President: Is there a second?
Member: Second
 Agenda
President: The first agenda is …

It has been moved and seconded that…is there any further

discussion?

We will now vote on the motion that…All in favor say “Aye”. All
opposed say “Nay”. Motion has passed.
Announcement

 “Arethere any announcements?” The next

meeting will be held on…….”
 Adjournment

President: Is there any further business to come before this Board of Directors?
(If there is none) There being no further business, I call for a motion to adjourn.

Member: So moved

President: This meeting stand adjourned. (Note: No second or vote is needed

after a motion for adjournment).
 Follow-up

1. DistributeMeeting Minutes
 Distribute meeting minutes with action items seeking the
following answers
•Action plan
•Responsible party
•Deadline
Follow-up

2. Follow-up to ensure commitments are met

• Follow-up pending issues as per Meeting minutes
• Update the minutes when issues are solved
• Keep track until closure of all the items
Follow-up

3. Plan the next phase of the process

• Arrange additional meetings if further required
 Minutes of the Meeting Template
Name of
organization
Lake Agco Integrated School
Special Meeting Type of Meeting

MEETING DETAILS
Called by: Heading
Date:
Time:
Location
Agenda Attendees:
Minutes from the last meeting
Item 1:
Item 2: Absent:
Item 3:
AOB
Minutes from the last meeting

Notes:

Agenda item 1

Notes:

Key Decisions:

Action Item: Owner: Deadline:

Items held over

Notes:

AOB

Notes:

Key Decisions:

Action Item: Owner: Deadline:

Summary of the Key Decisions

Next Meeting

Date:

Time:

Location:
Common verbs used to make notes
Examples of Key Decisions
Common verbs used to make Action Item
Examples of Action Item
MINUTES OF THE MEETING
SAMPLE OUTPUT
 Minutes of the Meeting Template
MEETING DETAILS
Called by: AAB

Date: June 25, 2022

Time: 8:00 AM

Location LAIS TLS, Ilomavis, Kidapawan City

Agenda Attendees: JFS, RBA, AAB, EIO, KED, CGF, MNB,

Minutes from the last meeting JCR
Item 1: Submission of School Forms
Item 2: Learners’ Record Updates
Absent: DLS
Item 3: Graduation Updates
AOB :
 Minutes of the Meeting Template
Minutes from the last meeting
Notes: …
Agenda item 1 : Graduation Updates
Notes: • Ma’am Oliveros asked about the final schedule of the graduation and
completion ceremony.
• …
• …
Key Decisions: • A vote was taken and the proposal was approved by 14 to 3.
• It was decided that the final date of the graduation will be June 28,
2022.
• …
Action Item: • Review awarding guideline Owner: Deadline:
• … Grade 6 June 23,
• … and 10 2022
adviser
 Minutes of the Meeting Template
Items held over
Notes: …
AOB : Contribution for the Food for the SBM
Notes: • CGF suggested that there will be a contribution of 300 pesos/ teacher
for the food in the SBM.
• ….
Key Decisions: • A vote was taken and the proposal was approved by 10 to 7.
• It was decided that an amount of 300 pesos will be collected from
teachers as a contribution for the food for the upcoming SBM.
Action Item: • Collect agreed amount Owner: Deadline:
MNB, TA June 26,
Treasurer 2022
 Minutes of the Meeting Template
Summary of the Key Decisions
…

Next Meeting
Date: July 02, 2022
Time: 8:00AM
Location: LAIS TLS, Ilomavis, Kidapawan City
Tips in Writing Minutes of the Meeting

 Keep it simple
 Use bullet points
 Ask for clarification
 Don’t include unnecessary information
 Be objective
 Be well-prepared
 Assessment
Direction: Read and fill out the meeting minute template based on the given scenario.
Scenario
Date: November 08, 2021 at 8:00 AM
Company: AT&T, Whitacre Tower, Dallas Texas, United State
Robert Bush called a special meeting to the board of directors of At&T.
In the meeting, John Smith, VP Finance, Carol Waltz, Quality Manager, Frederick Stamos, Human Resources Manager, and
Gina Arrieta, Human Resources Generalist discussed the policies and procedures for hiring new employees for the temporary
positions. They had to coordinate how the rules were going to change in order to fit this requisition since temporary staff does
not enjoy same benefits as full time permanent staff. The temporary position has a schedule from 5pm to 12md; therefore,
transportation and food had to be coordinated by Gina. Also, Carol has to define the quality assurance guidelines to evaluate
the staff when they start working in their new jobs. Carol has to come up with the special quality guide and send it to John's
colleague, Javier since he will be the manager for the new temp staff. 
John, who is the head of Finance, has to approve the budget for the costs of transportation, food, some benefits, and most
important the paychecks. 
Finally, Frederick has to have all these details written in a single document which will be the contracts that the temporary
people will sign. ​ In order to have those contracts ready for next week, Frederick needs to be on top of everybody so that
complete their duties on time before the new guys starting working here. 
 Minutes of the Meeting Template
1 point for the Name of Organization &
Type of Meeting
MEETING DETAILS
Called by: 1 point
Date:
Time: 1 point
Location: 1 point
Agenda Attendees: 1 point
Item 1: 1 point

Absent: 1 point

Agenda item 1
Notes: 1 point
Key Decisions: 1 point

Action Item: 1 point

1.Why is it important to have minutes
of the meeting?
Thank you!
http://communitysector.nl.ca/d/btb/roberts_rules_0.pdf -- Robert’s Rules of Order