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HOW TO TAKE MINUTES OF A MEETING: STEP-BY-STEP GUIDE EVERY SECRETARY SHOULD KNOW Taking minutes of a meeting is more than writing down everything people say. It is the process of recording important discussions, decisions, agreements and actions taken during a meeting. Here are simple steps and practical strategies to help you take accurate minutes of a meeting. STEP-BY-STEP GUIDE 1. PREPARE BEFORE THE MEETING Find out the purpose of the meeting and request the agenda beforehand. Prepare your notebook, pen or laptop. If possible, create spaces for the meeting details, agenda, discussions, decisions and action points. 2. RECORD THE BASIC MEETING DETAILS At the beginning, write down: - Name of the organisation. - Date of the meeting. - Time the meeting started. - Venue of the meeting. - Name of the chairperson. - Name of the secretary. - Names of members present. - Names of members absent, where necessary. 3. RECORD THE OPENING ACTIVITIES Take note of how the meeting started. This may include the opening prayer, welcome address, introduction of members and opening remarks by the chairperson. 4. FOLLOW THE AGENDA Meetings usually follow an organised list of topics called an agenda. Write each agenda item as a heading and record the important points discussed under it. 5. RECORD IMPORTANT DISCUSSIONS Pay attention to the main contributions made by members. You should record: - Important suggestions. - Concerns raised. - Reports presented. - Questions and answers that affect decisions. - Agreements reached. You do not need to record every speaker word for word. 6. RECORD DECISIONS AND RESOLUTIONS This is one of the most important parts of taking minutes. Clearly record what the members finally agreed upon. For example: Instead of writing, "Members discussed the need to repair the school fence. 7. RECORD ACTION POINTS AND RESPONSIBILITIES Whenever a task is assigned, record: - What needs to be done. - Who is responsible. - When it should be completed. For example: The secretary was directed to contact the repair contractor before Friday. 8. RECORD OTHER IMPORTANT MATTERS After the main agenda items, record any additional issues raised under Any Other Business (AOB). Only include matters discussed that are relevant to the meeting. 9. RECORD THE CLOSING DETAILS Write down: - Time the meeting ended. - Closing remarks. - Closing prayer, where applicable. - Date of the next meeting, if announced. 10. REVIEW AND WRITE THE MINUTES PROPERLY Immediately after the meeting, go through your rough notes while the discussions are still fresh in your memory. Correct spelling mistakes, arrange the information properly and ensure that decisions and responsibilities are clearly stated. 11. SUBMIT FOR REVIEW AND APPROVAL Send the prepared minutes to the chairperson or relevant authority for review where required. At the next meeting, the minutes are usually read or circulated for members to correct and approve. Once approved, the chairperson and secretary may sign them according to the organisation's procedure. HOW TO KEEP UP WHEN PEOPLE ARE SPEAKING FAST This is where many secretaries struggle. Here are five simple strategies: 1. USE ABBREVIATIONS: Develop short forms for common words. For example, "Mgt." for Management, "Dept." for Department and "Res." for Resolution. 2. WRITE KEYWORDS, NOT SENTENCES: Do not struggle to write every sentence. Capture the main idea and rewrite it properly after the meeting. 3. LEAVE SPACES: If you miss a point, leave a space and continue listening. You can clarify it later instead of missing the next discussion. 4. USE A SIMPLE SYMBOL SYSTEM: Use a star (*) for important decisions, an arrow (➡️) for assigned tasks and a question mark (?) for issues requiring clarification. 5. CONFIRM UNCLEAR DECISIONS: If you are unsure about an agreement, politely ask the chairperson to repeat or clarify the final decision before moving to the next item. FOR DETAILED WRITE UP ON MINUTES OF A MEETING, CHECK MY BLUE APP.

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Tuesday 03 November 2026 21:10:19 GMT

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💋GlamMa Garcia❌ :

Location please

💋GlamMa Garcia❌ :

I’m looking for a 2&2

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