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KEEPING ORGANIZATIONAL RECORDS

TAMAYO, SHAIRA
TANGUILAN, CESAR JOHN
ULIT, REGINE G.
VALERA, JANINE KEITH
VEGA, VANESSA
Group 7 Presenters
Outline
I. Definition
a) Concepts of minutes of meeting
b) Purpose of minutes of meeting
c) Importance of minutes of meeting
II. Planning
III. Types of Minutes of Meeting
a) Verbatim
b) Minutes of Resolution
c) Minutes of Narration

IV. Features of Minutes of Meeting


V. Styles of Writing Minutes of Meeting
VI. Some terminologies of Minutes of Meeting
VII. Do’s and Don’ts in Writing Minutes of Meeting
Concept of Minutes of Meeting
• Detailednotes that serves as an official written record
of a meeting or a conference
• Servesas permanent record of the topics considered,
conclusions reached, actions taken, and assignments
given
• Generallywritten in the past tense using third person
and reported speech
Purpose of the Minutes of Meeting
• It is a tangible record of the meeting for its participants
and a source of information for members who were
unable to attend the meeting
Importance of Minutes of Meeting
• It is a reference point for:
when a meeting impact other collaborative
activities or projects within the organization
 serve to notify (or remind) individuals of tasks
assigned to them and/or timelines
5 steps in Writing Minutes of Meeting
1. Pre-planning
2. Record-taking – at the meeting
3. Minutes writing or transcribing
4. Distributing or sharing of meeting minutes
5. Filing or storage of minutes for future reference
Types of Minutes of Meeting
• There are basically three types:
1. Verbatim – these are used primarily in court reporting, where
everything needs to be recorded word for word
2. Minutes of Resolution – these record only the main resolutions
are reached. They are common in AGM’s and other statutory
meetings
3. Minutes of Narration – these are a concise summary of all the
discussion that took place, reports received, decision made and
actions to be taken
Features of Minutes of Meeting
• Name of organization
• Title of meeting: AGM, Director’s meeting etc.
• Date, time, venue
• Attendance: Present
• Apologies for absence
• Minutes of last meeting
• Matters arising from last minutes
Features of Minutes of Meeting
• Disciplinary issues
• Any other business (AOB)
• Adjournment/Date of next meeting
• Signature
Styles in Writing Minutes of Meeting
Styles in
Writing
Minutes of
Meeting
Styles in Writing Minutes of Meeting
Some terminologies of Minutes of Meeting
• Agenda • General Business
• Amendment • Minutes
• Apologies • Motion
• Brainstorming
• Business Arising
• Chair
• Consensus
• Constitution
Some terminologies of Minutes of
Meeting
• Mover
• Motion of dissent
• Other business
• Point of order
• Procedural motion
• Quorum
• Seconder
• Standing Orders
Do’s in Writing Minutes of Meeting
• Record the date, time, location and type of meeting.
• Use the agenda as a guide.
• List the names of the attendees.
• Keep minutes at any meeting where people vote and record all motion and
outcome of votes.
Do's in Writing Minutes of Meeting
• Record the number of votes.
• Stay objective.
• Be concise.
• Writethe minutes as soon as possible after a meeting while
everything is still fresh in your mind.
Don’ts in Writing Minutes of Meeting
• Include every detail from the meeting in the meeting minutes.
• Be shy about asking for clarification during the meeting.
• Include personal opinions or descriptive phrases.
• Include words of praise or criticism from anyone.
Don’ts in Writing Minutes of Meeting
• Detail the debate over an issue.
• Wait to type up the minutes from your notes.
• Record content in the minutes that could be embarrassing or inappropriate.
• Keep draft or handwritten minutes.
• Don’t include personal comments and judgments.
References
• Rosenberg, 2018. How To Take Meeting Minutes. Retrieved from https://www.thebalancecareers.com/how-to-take-

meeting-minutes-524780

• Nordquist, 2019 Minutes in Business Writing. Retrieved from https://www.thoughtco.com/minutes-business-writing-

term-1691316

• Personify, 2019. How To Write Effective Meeting Minutes . Retrieved from https://www.wildapricot.com/articles/how-to-

write-meeting-minutes

• Gaiku, 2019. Meeting Minutes Do’s and Don’ts. Retrieved from https://gaiku.io/blog/what-are-meeting-minutes/
References
• Rosenberg, 2018. How To Take Meeting Minutes. Retrieved from https://www.thebalancecareers.com/how-to-take-

meeting-minutes-524780

• Nordquist, 2019 Minutes in Business Writing. Retrieved from https://www.thoughtco.com/minutes-business-writing-

term-1691316

• Personify, 2019. How To Write Effective Meeting Minutes . Retrieved from https://www.wildapricot.com/articles/how-to-

write-meeting-minutes

• Gaiku, 2019. Meeting Minutes Do’s and Don’ts. Retrieved from https://gaiku.io/blog/what-are-meeting-minutes/