minutes of the meeting--- technical writing

7/29/2019 Minutes of the Meeting--- Technical Writing

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MINUTES OF THE MEETING


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WHATS IT ALL ABOUT?minutes of the meeting are official records of what occurred at

a meeting. They document decisions made and actions to betaken.

used in settling disputes, in following-up

with assignments and decisions and are very helpful in planning

the agenda for future meetings.

Motions and resolutions should be recorded verbatim and

should be read back during the meeting to make sure they

have been accurately transcribed. Motions are formalproposals made in an assembly prompting suggestions while

the resolutions are the act or process of solving the decisions

made or implemented by the body.


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separate facts from opinion: Facts are objective andindisputable; opinions are personal views.

Example:The low turn out for the event could be due to poor advertising.

(whose idea is this? Attribute opinion to the source (e.g. Janesuggested that or the group concluded that

GUIDELINES IN WRITING MINUTES MEETING

Ensure that all of the essential elements are noted, such as typeof meeting, name of the organization, date and time, venue,

name of the chair or the facilitator, main topics or the time ofadjournment. For formal and corporate meetings, includeapproval of previous minutes, and all resolutions.


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prepare a list of expected attendees and check off the names aspeople enter the room. Or, you can pass around a n attendancesheet for everyone to sign as the meeting starts.

To be sure who said what, make a map of the seatingarrangement, and make sure to ask for introduction forunfamiliar people.

dont make the mistake of recording every single comment.concentrate on getting the gist of the discussion and takingenough notes to summarize it later. Think of issues discussed,major points raised, and decisions taken.

use whatever recording method is comfortable for you, anotepad, a laptop computer, a tape recorder, a steno pad, or

shorthand. Dont wait too long to type up the minutes, especially while your

memory is fresh. Be sure to have the minutes approved by thechair or the facilitator before distributing them to the attendees.


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Dont be intimidated by the prospect of takingminutes. Concise and coherent minutes can give you a

deeper understanding of the issues faced by yourorganization along with the ability to focus on whatsimportant.

use full names not nicknames.

dont be embarrassed to ask for clarification if thingsare not understood.

state whether or not the motion was carried.


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Common order in the structure of writing a

minute:1. Name of the department, organization, or company.2. type of meeting

3. date, time, venue

4. attendees; present and absent

5. proceedings

a. call to order

b. corrections and approval of the previous minutes

new business taken

c. business matters arising from the minutes

d. new business taken

e. other business

6. Adjournment

7. recorded by (minutes taker)

8. noted by (presiding officer)


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Dr. Battersby 7

MINUTES FORMATPHYSICAL COMMITTEE


September 5, 2012 0900-1000am

ERH 206

PRESENT/ABSENTThe meeting started at 0900 with a prayer led by__.

PROCEEDINGS:

1. The previous minutes of the meeting dated August1 were approved with the following corrections.

________________________________________


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2. Business arising from the previous minutes of the meeting.

_____________________________________________________

________________________________________

3. New Business (Agenda)

_____________________________________________________

___________________________________________

4. Other Matters

Announcements

________________________________________________

The meeting adjourned at 11:30am.

Prepared:Minutes taker (signed)

Noted:

Presiding Officer (signed)

cc


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FORMAT 2DE LA SALLE UNIVERSITY-DASMARINAS

College Of Liberal Arts

Languages and Literature Department


02 September, 2012JFH 209, 1:00-2:00 p.m.

Present:

Perez, Severino M. (Presiding Officer)

Proceedings:

1. The meeting begun at 1350 hours with an opening prayer by

Ms. reyes9


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2. The approval and corrections of the previous minutes of

meeting were acknowledged.

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AGENDA DISCUSSION/S DECISION/S1. Fourteen-point agenda of

Bro. Gus

Mr. Marco Saez discussed the fourteen-

point agenda of Bro. Gus

noted

2. Department Projects Dr. Pareja announced the linkage of

DLSU-D and People Support, People

Support is willing to hold a workshopin Language training based on MOA

designed and evaluated.

It was approved

but have to see

first the topic tobe discussed in

the seminar

workshop

3. Other matters The chair congratulated Mr. Ramos and

Ms. Medina for the approval of their

research proposal

All faculty were requested to list their

vacant hours in the substitution form

All concerns


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The meeting adjourned at 1450 hours.

Prepared:

Charlotte Visperas

Secretary, LLD

Noted:

Severino M.Perez

Chair, LLD

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MOCK MEETING ACTIVITY

AGENDA:

1. Ways of helping foreign students who are non- speakersof English cope with the lessons.

2. Seminars and workshop of interest to students.3. Student Council Organization

minutes of the meeting--- technical writing

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