PREPARING

MINUTES OF
THE
MEETING
 What are minutes?

• short notes taken to provide a record of

a conference or a meeting.
• permanent and formal record of what
happened.
• summary of discussion and action
items.
 What do minutes contain?

• key points of discussions

• actions to be taken
• assignments given
• deadlines
 Minutes help you check:

• if you have stuck to what has been decided;

• if you have completed your tasks in due time;
• if you have taken proper actions;
• if you have progressed with your task;
• if your participation has been active ; and,
• which ideas you have contributed.
 Minutes helps you to find out:

• what was discussed in a meeting

• who was involved in the discussion
• if the meeting was efficient, and progress
achieved
• responsibilities for implementing certain
actions
• deadlines
 Format of Minutes
 Generally, minutes begin with the
organization name, place, date, list of
people present, absent and the time.
 All the agenda for the said meeting.
 All official decisions must be included.
 The reports given and the person involve.
 The vote tally may also be included.
Forms Of Recording Minutes

• Video Recording
• Audio Recording
• Hand Recording
 The Body Of The Minutes

• Name of the organization.

• Date and time the meeting.
• Those present and those who could not attend.
• A list of the agenda items/topics.
• Summary of discussion for each agenda item.
• The actions people committed to.
• Summary of any decisions made .
Essentials Of Taking The Minutes

• Record simple short statements which

capture decisions passed and actions agreed
upon under each of the agenda headings;
• Keep it brief & to the point;
• Circulate within a week;
• Impersonal tone; and,
• Reported speech.
EXAMPLE
!

NNAME OF THE ORGANIZATION

( ) Abbreviate Name

Date, Time, and Place

Presiding Officer:
Notes Taker:
Attendees:
Sample
Minutes
PHILIPPINE INTERNATIONAL FRIENDSHIP
ORGANIZATION FOUNDATION
4th Monthly Board Meeting, December 3, 2013
Malacañang Palace

I. Call to Order
The meeting was called to order at exactly 3:30 P.M.
Members present were:
Mr. Eduardo T. Joaquin, PIFO President, Presiding
Mr. Tomas V. Apacible
Mr. Danny Cruz, representing Mr. Ruben D. Torres
Mr. Bong Raterta, representing Mr. Perfecto Yasay
Mr. Benjamin D. Quineri and Mr. Efren Abulencia,
representing Mr. Virgilo delos Santos
Continuation …
 …
u ation
tin
Con
Continuation …
 Further tips…
• https://
www.youtube.com/watch?v=IRsbRB
u30T0
Writing Activity

• Prepare an informal minutes of the meeting on

the following meeting simulation:

https://
www.youtube.com/watch?v=wAr_t2O
sEdc
You can leave me now.