ENGLISH 101

LESSON 3.4
MEETING MINUTES
 Topics
Definition of Meeting Minutes
Essentials in Creating Meeting Minutes
Components of a Meeting
Tips in Creating Meeting Minutes
Basic Procedure of Meeting
Role of the attendees
 Minutes of Meeting (MOM)
 thewritten record of everything which occurred during a
meeting
 refersto the (my-newt) small or tiny notes taken during the
meeting
 created to inform people who didn't attend
 written to keep track of what was decided during the meeting
 created for future use or decisions
 Essentials in Meeting Minutes

 Venue, Date and time( start & end) of the meeting

 Names of the meeting attendees ( present and with apologies)
 Record roles such as : presider, secretary, speaker, participants, attendees
 Acceptance or corrections/amendments to previous meeting minutes
 Decisions made about each agenda item, for example:
 Actions taken or agreed to be taken
 Next steps
 Voting outcomes – e.g., (if necessary, details regarding who made motions; who seconded and approved or via show
of hands, etc.)
 Motions taken or rejected
 Items to be held over
 New business
 Next meeting date and time
Meeting Procedure

 Ensure quorum
 Call the meeting to order ( recording officially begins)
 Make announcements (new members, visitors, apologies
from absent members)
 Confirm the previous meeting minutes
 Discuss and follow the agenda
 Open discussion for other concerns
 Close the meeting
Components of a Committee
Meeting
  Include minutes of the last meeting
Components of a  officers’ reports
Committee Meeting  inactive membership status
 and a review of membership and
education activities, to name a few
AGENDA  If committee members have
trouble keeping with the timing on
the agenda, use a timer at the
meeting.
Components of a  Keepthe meeting organized and
Committee Meeting productive using parliamentary
procedures.
 Theclub president sets the tone,
PROCEDURE serving as a role model for keeping
order and showing respect for other
committee members’ opinions.
 Maintain a fast pace,
Components of a
Committee Meeting and keep the meeting
short.
Save the inventive
PACE problem-solving and
creative thinking for
the end
Components of a
Require that every
Committee Meeting
committee member
reports or otherwise
PARTICIPATION
contributes at the
meeting.
Components of a
Committee Meeting
Review your
REVIEW department’s annual
goals and progress
Components of a
Committee Meeting Discuss items to be on
the agenda of future
FORWARD meeting.
THINKING
 Don’t get stuck in the
Components of a
“we’ve always done it this
Committee Meeting
way” mentality.
Invigorate and encourage
CREATIVITY fellow members to think
creatively and propose
new ideas.
Tips in Writing Meeting Minutes

 Follow the flow of the agenda

 Use past tense
 Use would instead of will
 Use passive voice
ROLES OF ATTENDEES
Role of the Presider/Chair

 Note a person who wishes to speak, and indicate he/she may speak.
 keep conversation to the subject
 decides when discussion should be brought to an end.
 does not usually get involved in the discussion unless opinion is sought.
 summarize the issue under discussion to aid in decision making.
 If it is apparent that a decision cannot be made - refer the item to a
working group for a report at the next meeting.
Role of the Members

 Do necessary preparations prior to the meeting

 Arrive on time
 Keep an open mind
 Listen to opinion of others
 Participate
 Avoid dominating proceedings
 Avoid conflict situations
 Avoid side conversations which distract others
 Ask questions to clarify understanding
 Note down any action agreed upon
 After the meeting, do what had been agreed
Role of the Secretary

 Make preparations prior the meeting

 List those present along with apologies given.
 Follow the order of the agenda. This can be varied to suit a particular
situation.
 State the main issues, points of view put forward, and decisions made.
 Make sure the full texts of motions are recorded.
 List accounts for payment approved, reports received, main points of
answers required for correspondence, etc.
 Be alert to take extra notes that may be needed by the chairperson.
 Write up minutes as soon as possible after the meeting.
 References

 . Martin, I. and Madrunio, M. (2018) Purposive Communication. Makati: C&E Publishing Inc.
 https://www.wildapricot.com/blog/how-to-write-meeting-minutes#meeting-minutes-sample-
 https://bizfluent.com/how-5104017-preside-over-meeting.html
 https://www.skillsyouneed.com/ips/conduct-meeting.html
 https://sixth.ucsd.edu/_files/_home/student-life/conducting-successful-meetings.pdf