How quickly do notes or minutes need to be produced and circulated after the meeting?.What type of notes or minutes are required? Do they need to be formal minutes that set out who said what, or brief notes that record the agreed actions?.The secretary has a role in making sure that the agenda is not overloaded, which may include discussing with the chair and others what could be postponed to a later meeting, and what could be covered in a written report.

See our page: Setting an Agenda for more information. There may be other people who have a right to add items to the agenda.

Who is responsible for preparing the agenda? Each chair will have their own preference, but this is also usually a secretarial responsibility, working with the chair.

Who is expected to make the arrangements for the meeting, including finding a venue and arranging for suitable refreshments and any AV facilities? This is often the secretary.

There are a number of things that the secretary needs to know before a meeting, most of which can easily be found out by asking the person due to chair the meeting. This page focuses largely on the formal aspects of the secretaryвЂ™s role and particularly that relating to meetings. This may include keeping records of correspondence. They are usually the person who makes the arrangements for the meetings, including AGMs, and keeps formal records of the groupвЂ™s process and decisions: the minutes of the meeting. The secretaryвЂ™s role in any formal group is to be guardian of the process of meetings. In this capacity it is essential that you know what needs to be done, and are able to take clear and accurate notes because the role of the secretary is primarily to create an official record of the meeting. You may even be asked to take on a formal role as secretary to a group or organisation, whether voluntary or as a paid position. Issues raised в€’ High Quotation, long duration, hourly mode of payment.Дecision в€’ The representatives were told to consult with their Management and report.In the course of your career, as well as in other times of your life, you may well be asked to take the minutes of a meeting. Topic- Meeting with Hasta La Vista representatives at 6:00PMДЄgenda at hand в€’ Meeting with Hasta La Vista representatives Task List в€’ task allotted and the respective allottee.ДЇuture Meetings в€’ the date and topic of the next meeting. Suggestions в€’ made along with the names of the speakers. Issues raised в€’ along with the names of the speakers. Topic в€’ after two return keys Center-aligned.ДЄttendees в€’ Name and designation (2 columns of a table).ДЄbsentees в€’ name, roles, reasons for absenteeism.

Name of the company в€’ to the top-left of the page. Format of Minutes of MeetingДЄ minutes of meeting normally includes the following elements в€’ Their purpose is to record what actions have been assigned to whom, along with the achievements and the deadlines.

They include the list of attendees, issues raised, related responses, and final decisions taken to address the issues. Also known as protocol or note, minutes are the live written record of a meeting.

The minutes