Tumsime Godfrey
Jan 14
Your secretary is a newly employee in your organization.she has to take notes for every meeting she attends for record keeping. Explain six steps which the secretary should follow when taking notes ?
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Jan 14
When taking notes during meetings, it is important for the secretary to follow a systematic approach to ensure accurate and organized record-keeping. Here are six steps that the secretary should follow:
1. Prepare beforehand: Before the meeting starts, the secretary should gather any relevant materials, such as the meeting agenda, previous meeting minutes, and any supporting documents. This will help the secretary understand the context and be better prepared to take notes.
2. Use a structured format: The secretary should create a structured format for note-taking, which can include headings, bullet points, or a table format. This will make it easier to organize information and find specific details later.
3. Listen actively: During the meeting, the secretary should actively listen to the discussions and take note of key points, decisions, and action items. It is important to capture the essence of the discussion rather than trying to write down every word.
4. Be concise: The secretary should aim to be concise while taking notes, using short phrases or keywords instead of full sentences. This will help in capturing important information quickly and efficiently.
5. Highlight action items: It is crucial for the secretary to identify and highlight action items or tasks assigned during the meeting. These should be clearly noted along with the responsible person and any deadlines mentioned.
6. Review and distribute: After the meeting, the secretary should review the notes for accuracy and completeness. Any unclear or missing information should be clarified with the participants. Finally, the secretary should distribute the meeting minutes or notes to the relevant stakeholders in a timely manner.
By following these steps, the secretary can ensure that the notes taken during meetings are comprehensive, well-organized, and serve as an accurate record of the discussions and decisions made.
1. Prepare beforehand: Before the meeting starts, the secretary should gather any relevant materials, such as the meeting agenda, previous meeting minutes, and any supporting documents. This will help the secretary understand the context and be better prepared to take notes.
2. Use a structured format: The secretary should create a structured format for note-taking, which can include headings, bullet points, or a table format. This will make it easier to organize information and find specific details later.
3. Listen actively: During the meeting, the secretary should actively listen to the discussions and take note of key points, decisions, and action items. It is important to capture the essence of the discussion rather than trying to write down every word.
4. Be concise: The secretary should aim to be concise while taking notes, using short phrases or keywords instead of full sentences. This will help in capturing important information quickly and efficiently.
5. Highlight action items: It is crucial for the secretary to identify and highlight action items or tasks assigned during the meeting. These should be clearly noted along with the responsible person and any deadlines mentioned.
6. Review and distribute: After the meeting, the secretary should review the notes for accuracy and completeness. Any unclear or missing information should be clarified with the participants. Finally, the secretary should distribute the meeting minutes or notes to the relevant stakeholders in a timely manner.
By following these steps, the secretary can ensure that the notes taken during meetings are comprehensive, well-organized, and serve as an accurate record of the discussions and decisions made.
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