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Minutes Writings.pptx
- 1. MINUTES WRITING A Seminar-Workshop Jehada Ampaso Elias, MPD Faculty, Senior High School OSAS Secretary
- 2. Meetings can take place anytime. Decisions made in these meetings may involve a lot of time, money, and other important things. Meetings can take place anytime. Decisions made in these meetings may involve a lot of time, money, and other important things.
- 3. A record of what was discussed and decided in a meeting, what actions must be taken, who must take them and when.
- 4. 10/3/2022 4 WHAT IS MINUTES WRITING? •It keep a record of what was done or talked about at a meeting, including decision made or action taken. •Typically, meeting minutes are recorded by a secretary or assistant, but it can be done by any appointed individual.
- 5. WHATNEEDS TO BE INCLUDED? • Date, time and location of the meeting • Purpose of the meeting • Names of attendees and those who were unable to attend • Agenda items • Decisions that were made • Actions that need to be done • Follow up meeting, if needed 10/3/2022
- 6. 10/3/2022 6 WHY MINUTES WRITING IS IMPORTANT? It provides a written record of what was discussed and agreed at a meeting, so you and your colleagues will have the same recollections from the meeting and the same ideas about what was agreed.
- 7. HOW TO PREPARE A MINUTES? 10/3/2022 PREPARATION BEFORE THE MEETING PREPARATION DURING THE MEETING PREPARATION AFTER THE MEETING
- 8. HOW TO PREPARE A MINUTES? • Choose your technology • Review previous minutes • Obtain the meeting agenda, other pertinent materials • Speak with the chairperson in advance 10/3/2022 PRE-MEETING PREPARATION
- 9. HOW TO PREPARE A MINUTES? • Arrive early to check equipment, materials • Create a seating chart • Determine your position at the table • Introduce yourself 10/3/2022 PRE-MEETING PREPARATION
- 10. HOW TO PREPARE A MINUTES? • Summarize • Do record motions word for word • Use keywords • Keep emotions out of the minutes 10/3/2022 DURING THE MEETING
- 11. HOW TO PREPARE A MINUTES? • Be an active listener • Reflect accurately the order of the discussion • Create bulleted lists when recording 10/3/2022 DURING THE MEETING
- 12. HOW TO PREPARE A MINUTES? • Gather your materials • Create a draft within 24 hours • Double space your minutes • Include any attachments 10/3/2022 AFTER THE MEETING
- 13. HOW TO PREPARE A MINUTES? • Send a draft to the meeting leader • Prepare to make corrections 10/3/2022 AFTER THE MEETING
- 14. 10/3/2022 14 WHY MINUTES WRITING? The “minutes” in meeting minutes, have nothing to do with time, but with “small”. This possibly came directly from the Latin “minuta scriptura” meaning “small notes”. So meeting minutes are a reference to something small, not something that has to do with time. That’s why meeting notes are called minutes.
- 17. Minutes Writing Group according to your organization. Assume that a meeting is going on or recap any meeting that your organization had done in the past. Make a “minutes of meeting”.
- 18. THANK YOU
- 19. RESOLUTION WRITING A Seminar-Workshop Jehada Ampaso Elias,MPD Faculty, Senior High School OSAS Secretary
- 20. At first glance, reading a resolution is intimidating because of the formal language. In fact, once you know what components make up a resolution, they are very easy to write.
- 21. 10/3/2022 21 WHAT IS resolution? •A written main motion on a subject of great importance expressed in formal wording. •Represents a significant decision. An important document serving as a formal statement, official expression or opinion of the organization.
- 22. 10/3/2022 22 WHAT resolution is important? • A resolution gives assurance to other parties that a transaction was properly authorized. An authorized person may be asked to show the resolution as proof of a financial decision. • The resolution also indicates that the actions were taken on behalf of the Board, rather than by a director or head of the organization. • Formal resolutions can prevent later disputes between individuals or the Board and a third party.
- 23. 10/3/2022 23 HOWTO WRITE resolution? • Format the resolution by putting the resolution number and the date. Consider using something like 001 and then giving all future resolutions a consecutive number. For example, “Resolution No. 001, s 2018”. • Form a title of the resolution that speaks to the issue that you want to document. For example, “A Resolution to Designate Funds for the Search for Miss MSU Buug”.
- 24. 10/3/2022 24 HOWTO WRITE resolution? • Use formal language in the body of the resolution beginning each new paragraph with the word, WHEREAS. • Continue writing out each important statement of the resolution beginning each paragraph with WHEREAS.. • The last statement of the resolution should state the final resolution, which is the action that the organization took.
- 25. 10/3/2022 25 HOWTO WRITE resolution? • If needed, an additional resolution may be included thereafter. • The bottom of the resolution should list the names of the members voting on the resolution and spaces adjacent to their names where they can indicate a “yes” or “no” vote. Obviously, the resolution is approved when the majority of the members vote “yes”. UNANIMOUSLY APPROVED may be indicated when everybody agrees with the resolution.
- 26. 10/3/2022 26 HOWTO WRITE resolution? • There should also be a place for the president to sign and date the resolution.
- 29. Resolution Writing Group according to your organization. Assume that a meeting had been done and a resolution is needed to be made because of a specific purpose. Write a resolution.
Editor's Notes
- So being of great importance, what are meeting minutes? What exactly is included in meeting minutes? And why these things important?
- Why are agendas important? They show the time frames for each segment of the meeting. They also make you aware of what you can expect from the discussion.
- When just the thought of creating official meeting minutes makes your writing hand freeze, Take note: Preparation starts well before the meeting. In fact, 60% to 70% of a minute-taker’s most effective time will likely be spent in the pre-meeting stage, as one meeting expert pointed out. The work you do during this phase lays a foundation that helps ensure your success upon entering the meeting room.
- Choose your technology. What tool will you use to capture information? While some minute-takers still use shorthand, more often nowadays people are using a laptop, which can be a real time-saver. Either way, you can use audio or video recordings as a back-up. Just be sure you get permission first to do that. Find out what the rules are, based on where you work and the meeting itself. 2. Review previous minutes. Before you start, it’s a good idea to review the minutes from prior meetings. Notice the organization of the minutes—the amount of detail, phraseology and other characteristics. 3. Obtain the meeting agenda, other pertinent materials. The agenda for an informal meeting lists only the items the attendees will discuss during the meeting. But the agenda for a more formal meeting could list the times, the events, speakers, rooms and activities. Make sure you get a copy of the agenda beforehand, especially if you’re not the one who helped prepare it. 4. Go through the agenda together to establish the main topics and the group’s goals. Then determine with the chairperson whether the meeting is going to be formal or informal. Oftentimes, that will dictate the type of notes you will have to take, as well as the format to use when writing up the minutes.
- 5. Arrive early to check equipment, materials Of course, you’ll want to check your audio or video equipment in advance, and make sure you have enough batteries and extension cords. If you will be using a laptop, make sure to bring every accessory you’ll need. 6. Create a seating chart This is a good idea, especially if you don’t know the attendees or have a large group— eight to 10 people—in the meeting. Before everyone arrives, draw a diagram of the table in your notes. Then, as each person takes a seat, write his or her name in the right position. 7. Determine your position at the table Ideally, you should sit next to the meeting leader or chairperson. That way, you can more easily signal the chair if you need clarification. The chairperson is likely to appreciate the strategic positioning as well. It’s easier for him or her to say quietly something like, “Oh, did you capture that? What Bill just said was really important.” 8. Introduce yourself If you don’t know some of the attendees, plan to introduce yourself and your role at the meeting. Remember to smile and be confident. It’s good for people to get to know you. 8.
- 1. Summarize. Don’t record conversations word for word. 2. Do record motions word for word, and indent them for easy scanning. Example: Mr. Hurst made a motion to approve the 2008 ranking list. Seconded by Mr. Goodhart. MOTION CARRIED 4. Use keywords vs. sentences. Tip: Record minutes in a steno pad. On the left side, write keywords; on the right side, make short notations on the keywords. Want the notes to stick in your memory? Write on a color pad. 4. Keep emotions out of the minutes—yours and those of attendees. Example: “Mr. Smith, exasperated by the discussion, left the room.”
- 5. Be an active listener. “If someone makes a motion and you didn’t hear it clearly, interrupt the meeting and ask,” Michaels says. “If you don’t understand something being discussed, but you can’t interrupt the meeting, make a note on your pad to ask the chairperson about it later.” 7. Reflect accurately the order of the discussion, even if doesn’t follow the agenda. “These are legal, historical documents, and you are the one who took those notes,” she says. “You never know when you will be asked about a meeting.” 8. Create bulleted lists when recording a list of comments, suggestions or concerns.
- Gather your materials Pull together the agenda, your notes, any reports or documents that were distributed at the meeting, and verbatim copies of motions and resolutions. Create a draft within 24 hours, while the information is fresh in your mind If you used your laptop to take notes, it won’t take a lot of time to type your draft. Double-space your minutes That way, handwritten corrections can be easily and clearly inserted. Make sure to include any attachments 5. Send a draft to the meeting leader Ask the leader to review the minutes before you send them out to attendees. This gives him or her the chance to clarify anything, or to add an important point. 6. Prepare to make corrections After you’ve spruced up your notes and formatted the document, you’ll need to make sure all corrections are made to the final version before filing it as a formal record.
- Send a draft to the meeting leader Ask the leader to review the minutes before you send them out to attendees. This gives him or her the chance to clarify anything, or to add an important point. Prepare to make corrections After you’ve spruced up your notes and formatted the document, you’ll need to make sure all corrections are made to the final version before filing it as a formal record.
- No resolution is in order that creates a conflict with the by laws. Resolutions are adopted by a majority vote and continue in force until rescinded. Resolutions are often a means of adopting specific policies or positions. Businesses, governments, institutions and even faith-based organizations often employ the use of resolutions as a means of setting policies or authorizing something.
- The first sentence should reference the organization’s responsibility. For example, “Whereas, it is the responsibility of the organization to designate funds for a specific purpose”. For example, “Now therefore, be it resolved to designate the funds for a specific purpose”.
- For example, “Resolved further, that copies of the resolution will be furnished to the organization adviser and the college dean”.
- For example, “Resolved further, that copies of the resolution will be furnished to the organization adviser and the college dean”.
- Understanding better how resolutions are written should take any intimidation out of the process. Once you get started, you’ll find that it is actually pretty easy and you’ll probably enjoy it. Find a good template to help you get started, but keep it flexible enough to serve the true purpose of the resolution. Most importantly, make sure that the members and the president sign and date the resolution. It is a legal document just like the meeting minutes.