The Secretary is the backbone of a Society
and ensures that everything runs smoothly.
Without you, your president would struggle
to communicate consistently. Meetings would
be chaos and activities would be disorganized.
Being a good secretary means being
dedicated, focused and well organized.
Secretaries need to be hard working,
intelligent, and possess excellent writing skills.
Some people think that it is easier to be
secretary than treasurer or president, but
many meeting veterans will tell you that the
secretary's job is much more difficult.
Decide that this is the
right job for you.
Have him or her give you the previous
meetings' minutes, reports, etc..
Meet with the outgoing
secretary if possible.
If you received the files in a disorganized
mess, don't leave them that way for the next
secretary when your tenure is completed.
Get a filing cabinet or a
If your organization's office is not well
organized, this is something that should be
addressed right away.
Learn that good
make a good secretary
A friendly, professional manner is very
important to an organization's secretary.
Develop good contacts
and use them wisely
Being on time is a great opportunity to make
your organization happy. Being late can make
most of the members mad.
Always be on time
Have answers for anticipated questions ready
in the event that the President wants you to
provide information during meetings, etc...
Always be ready to
You are expected to know about everything in
the activities of the organization
Always know the activity
To prepare for the meeting, follow the steps
• Get a copy of the agenda.
• Find out the meaning of terminology you
• Read documents that will be tabled at
• Sit by the chair so they can see what
you're writing and you can ask for
• Have a template or outline for writing
notes. You could use columns: ‘speaker’,
• Leave gaps to return to if necessary.
• Interrupt if you didn’t catch everything.
• Be prepared to review and summarize.
• Turn the notes into minutes while still
• Be accurate, brief and clear.
• Follow the order of the agenda.
• Check the spelling of each word
• Use quotation marks
Minutes of the Meeting
O.P. (Opening Prayer): __________
P.O. (Presiding Officer): _________
T.S. (Time Started): ____________
RPM (Reading of the previous minutes)