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    GROUP 2 - Minutes of The Meeting

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    Arjay Ordiz

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    GROUP 2 - Minutes of The Meeting

    Uploaded by

    Arjay Ordiz
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    GROUP 2- Minutes of the Meeting

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    1 views5 pages

    GROUP 2 - Minutes of The Meeting

    Uploaded by

    Arjay Ordiz

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    © All Rights Reserved
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    Republic of the Philippines

    CAMARINES SUR POLYTECHNIC COLLEGES


    Nabua, Camarines Sur

    GE 5 – Purposive Communication

    Lesson 11: Minutes of the Meeting

    How many times have you attended a meeting it is formal or informal? Was it
    organized? A meeting is an important activity in any organization. It is held for may
    purposes: to solve problems, to inform people, to make decisions, and to make policies
    among others. Few days after a meeting, the presiding officer through his/her secretary
    sends out copies of the record of what was discussed during the meeting. This record is
    what we call minutes of the meeting. Minutes of the meeting are a descriptive report that
    provides a written record of what transpired during a meeting. In short the minutes are
    summary of the proceeding.
    Read the following example of a minutes of the meeting before writing your own.
    Bear in mind the following questions:
    1. What is purpose of this text?
    2. Who is the target audience?
    3. Has the writer achieved his/her purpose
    STANDARD ELEMENTS OF THE MINUTES OF THE MEETING

    Introduction
    1. Name and address of the organization
    2. Type of meeting (special, executive, committee, board, regular, emergency)
    3. Call to order: time, and date, and presiding officer
    4. Attendance

    Body
    1. Reading, correction, and approval of the previous minute: “I move that the
    minutes of the meeting dated March 25 be approved as corrected.”
    2. Business arising from the previous minutes of meeting
    3. New Business
    a. Agenda 1
    b. Agenda 2
    c. Agenda 3

    Conclusion
    1. Announcement (including the time and date of the next meeting)
    2. Other matters (new topics that need to be covered in future meetings)
    3. Time of adjournment
    4. Name and signature of the minutes-taker and the presiding officer

    It should be noted that the format and structure of minutes of the meeting may vary
    from one organization to another. Sometimes, an organization has its own format to be
    followed. However, you may suggest some revisions if you think that the format of the
    minutes of the meeting currently used by your organization does not incorporate some
    essentials parts.
    TIPS FOR PREPARING THE MINUTES OF THE MEETING

    1. Use the meeting agenda as a guide in organizing the information in your minutes.
    2. Make sure that the meetings are factual statements. A statement such as “ as
    always, Ms. Pintra opposed the proposal” Shows an editorial comment.
    3. Summarize the major points of the meeting.
    4. Record verbatim parliamentary points such as motions, resolutions, and points of
    order. Include the name of the speaker.
    5. Never include the name of the seconder of the motion unless ordered by the
    body.
    6. Enter the number of votes on each side in matters that required voting.
    7. Focus on the action taken rather than on the topics.
    Incorrect: Attendance should be checked by the subject teacher during major
    exams.
    Correct: Ms. Corona reiterated that attendance should be checked by the subject
    during major exams.
    8. Be objective. Never let your own personal bias cloud your accuracy in taking
    down notes.
    9. Type the minutes as soon as the meeting finished.
    10. Use single space when preparing the minutes.
    11. Number all the pages.
    12. Place corrections made in the previous minutes above the affected line or in the
    margin.
    13. Never throw out the original minutes. As much as possible, attach the original
    minutes to the revised one. This is to ensure accuracy of revision.

    ______________________________________ (End of Lesson)

    Reference: Barrot, Jessie S. and Philippe John S. Sipacio. Purposive Communication in the 21st
    Century. Quezon City: C & E Publishing Inc, 2018
    Restrictions: Please take note that your access to this material is STRICTLY VIEW ONLY, to
    facilitate your ONLINE LEARNING MODE. Considering current conditions of access to
    gadgets (which majority are through smartphones only, with a few on laptops and PC
    terminals; and of connectivity which majority are on “data” and a few on “wi-fi”
    subscriptions), the use of this material shall only be for educational purpose only. DO
    NOT SHARE THIS, EITHER ON ELECTRONIC (E-MAIL OR SCANNED) OR
    PRINTED/PHOTOCOPY FORM, WITH THE PUBLIC AUDIENCE. We only provide this due
    to temporary pandemic restrictions we have. The use of printed copies is still highly
    recommended.
    FOR STRICT COMPLIANCE.

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