How-to-write-minutes.docx

How to write minutes Before: 1. Take note of pertinent details regarding the meeting: organization, date, time, presiding officer, agenda, and attendance. 2. For easy facility, prepare your attendance sheet. 3. Prepare an outline based from the agenda. 4. Study the issues to be discussed and ask questions ahead of time. During: 1. 2. 3. 4. 5. 6.

Be sure to know all participants to keep track of who said what. Be selective of what to record. Do not go into details anymore. Use a writing style that you are most comfortable with. Record what is done , not is said. Summarize important discussion. Take note of the name of the chair or facilitator, main topics, the time of adjustment, and approval of previous minutes and all resolutions. 7. Take down notation of reading nd previous minutes and how they were approved (“approved as read” or “approved as corrected”) and all the major motions (except those withdrawn) and points in order or appeals, whether sustained or lost and others with the name of person making the motion. 8. Ask for clarification of things are not understood. 9. Do not fail to note of the items discussed, decisions reached and actions decided on. After: 1. Immediately put the minutes in final shape for you not to forget anything regarding the meeting. 2. The minutes should be approved by the presiding officer before they shall be distributed to the members. 3. Use fill names not nicknames.

Format: I.

ATTENDANCE A. Present

B. Absent II.

AGENDA 1. First agenda 2. Second agenda 3. Third agenda III. CALL TO ORDER IV.

DISCUSSION PROPER 1. First agenda 2. Second agenda 3. Third agenda V. ADJOURNMENT

Prepared by: Secretary

Approved and Noted by: School Director