The Secretary of Organization

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The Secretary of Organization

  1. 1. THE SECRETARY
  2. 2. THE SECRETARY
  3. 3. THE SECRETARY Practical applications of the principles and learnings of being a secretary. To form Effective and Efficient PYA Secretaries
  4. 4. THE SECRETARY
  5. 5. THE SECRETARY 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.
  6. 6. THE SECRETARY 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. 1 Decide that this is the right job for you.
  7. 7. THE SECRETARY Have him or her give you the previous meetings' minutes, reports, etc.. 2 Meet with the outgoing secretary if possible.
  8. 8. THE SECRETARY If you received the files in a disorganized mess, don't leave them that way for the next secretary when your tenure is completed. 3 Get a filing cabinet or a briefcase.
  9. 9. THE SECRETARY If your organization's office is not well organized, this is something that should be addressed right away. 4 Learn that good organizational skills make a good secretary
  10. 10. THE SECRETARY A friendly, professional manner is very important to an organization's secretary. 5 Develop good contacts and use them wisely
  11. 11. THE SECRETARY Being on time is a great opportunity to make your organization happy. Being late can make most of the members mad. 6 Always be on time
  12. 12. THE SECRETARY Have answers for anticipated questions ready in the event that the President wants you to provide information during meetings, etc... 7 Always be ready to answer unexpected questions
  13. 13. THE SECRETARY You are expected to know about everything in the activities of the organization 8 Always know the activity schedule
  14. 14. THE SECRETARY To prepare for the meeting, follow the steps below. • Get a copy of the agenda. • Find out the meaning of terminology you don’t understand. • Read documents that will be tabled at the meeting.
  15. 15. THE SECRETARY • Sit by the chair so they can see what you're writing and you can ask for clarification. • Have a template or outline for writing notes. You could use columns: ‘speaker’, ‘item’. • Leave gaps to return to if necessary. • Interrupt if you didn’t catch everything. • Be prepared to review and summarize.
  16. 16. THE SECRETARY • Turn the notes into minutes while still fresh. • Be accurate, brief and clear. • Follow the order of the agenda. • Check the spelling of each word • Use quotation marks
  17. 17. THE SECRETARY (Heading) Minutes of the Meeting Date: ___________ Series: ____________ Venue: ____________ O.P. (Opening Prayer): __________ P.O. (Presiding Officer): _________ T.S. (Time Started): ____________ Attendance: _________________ RPM (Reading of the previous minutes)
  18. 18. THE SECRETARY Follow-up: 1. zzzzzzzzzzzzzz 2.zzzzzzzzzzzzzzz Agenda: 1.zzzzzzzzzzzzzzz 2. zzzzzzzzzzzzzzz 3. zzzzzzzzzzzzzzz Other businness /reporting: Treasurer/Auditor/ Announcements C.P. (Closing Prayer): ___________
  19. 19. EVENT MANAGEMENT PLAN
  20. 20. THANK YOU“In omnibus amare et servire Domino”

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