Sunday, January 30, 2011

Minutes of meeting using correct verb tense and format

No
Item
Details
Action to be taken by
3
Confirmation of Minutes (2/2009)
The minutes of the last meeting (2/2009) were noted and approve as true record of the meeting with minor amendments on the numbering.

The minutes were then approved as true record by Mr Muzayin Alimon and seconded by Prof. Madya Dr Wan Fuad Wan Hassan.





Secretary
4
Matter Arising

4.1 Representatives from  Electronic Manufacturers





4.2 MS866-Specification for barites
used in oil-well drilling & ISO  13500:1998  


Prof Madya Dr Luay informed that USM had a compiled list of the manufacturers. Dr Luay will email to secretary this list for onwards actions.

 Secretary reported that `ISO 13500:1998 Petroleum & natural gas industries-Drilling fluids materials-Specification & tests` have been forwarded to ISC H on petroleum and Gas. Member will be informed of the ISC H decision as soon as they had their next meeting, which was scheduled on late August/early September



Prof Madya Dr Luay






Secretary

Explanation of correct verb tense

"The chairman of the building committee reported that bids will be let on the new construction in January."  You tell what happened in the meeting.  The chairman gave his report.  PAST TENSE. What did he report?  He reported that progress is being made.  PRESENT PROGRESSIVE TENSE.  He reported that the building will be completed in 2010.  SIMPLE FUTURE TENSE.

I'd describe the secretary's use of other than past tenses in these three cases as "discretionary."  Would be let; was being made; would be completed, are all fine. 

For practical purposes, the secretary may view his work as a record for posterity, or he may be thinking in terms of how the minutes of the meeting will be used (or will sound) when they are reviewed at the following meeting a month hence.  At that time, the projected events may well be still in the future.

Perhaps you should seek more professional advice.  My "secretary" experience has been somewhat informal.

(I'll try to catch up on your previous post, if no one beats me to it.)   - A.


Minutes of meeting using the correct verb tense and format

Confirmation of minutes (2/2004)  The minutes of the last meeting (2/2004) were noted and approved as true record of the meeting with minor amendments on the numbering.Proposer: Mr Muzayin AlimonSeconder: Prof Madya Dr Wan Fuad Wan Hassan 4.      Matters arising 4.1       Item 4.1           Representatives from electronic manufacturers Prof Madya Dr Luay expressed that USM has a compiled list of the manufacturers. Dr Luay will email to secretary this list for onward actions.(Action: Prof Madya Dr Luay) 4.2       Item 5.2           MS 866 – Specification for barytes used in oil-well drilling & ISO 13500: 1998 Secretary reported that ‘ISO 13500: 1998 Petroleum and natural gas industries – Drilling fluids materials – Specifications and tests’ has been forwarded to ISC H on Petroleum and Gas. Member will be informed of the ISC H decision as soon as they had their next meeting, which is scheduled on late August/ early September.
(Action: Secretary)

HOW TO WRITE A MEMO CALLING FOR MEETING?

We have a key point :

1. Who is calling the meeting?
2. What is the purpose?
3. What's on the agenda?
4. Date/Time/Location?
5. Is the meeting mandatory?
6. Will food be provided? How long is the meeting?

Are you in the preliminary stages of meeting planning? In other words, are you gauging participants or has the meeting already been planned and you just need to send the announcement?

In the memo, I would include the points listed above. You want to give as much info as possible.




This is an example of memo calling for meeting


UNIVERSITI KUALA LUMPUR
INSTITUTE OF PRODUCT DESIGN AND MANUFACTURING
(UniKL IPROM)

Notice of meeting

A meeting of the English Day for L01 Professional Communication 1 committee will be held in the Student Hub on Wednesday, 26 January 2011 at 09.30 am.

Agenda

1. Apologies for absence

2. Confirmation of previous minutes

3. Matters arising from the previous meeting

4. Brainstorming Activities for English Day

5. Any other business

6. Date and time of next meeting




25 JANUARY 2011



……………………………………………..
Nursyamime Binti Zulkafli
Secretary

FORMAT MINUTE OF MEETING

These days, many of us find ourselves in the position of taking meeting minutes without a clue of how to go about it. The following is a guide for making this task easier:
  • Make sure that all of the essential elements are noted, such as type of meeting, name of the organization, date and time, name of the chair or facilitator, main topics and the time of adjournment. For formal and corporate meetings include approval of previous minutes, and all resolutions.
  • Prepare an outline based on the agenda ahead of time, and leave plenty of white space for notes. By having the topics already written down, you can jump right on to a new topic without pause.
  • Prepare a list of expected attendees and check off the names as people enter the room. Or, you can pass around an attendance sheet for everyone to sign as the meeting starts.
  • To be sure about who said what, make a map of the seating arrangement, and make sure to ask for introductions of unfamiliar people.
  • Don't make the mistake of recording every single comment, but concentrate on getting the gist of the discussion and taking enough notes to summarize it later. Remember that minutes are the official record of what happened, not what was said, at a meeting.
  • Use whatever device is comfortable for you, a notepad, a laptop computer, a tape recorder, a steno pad, shorthand. Many people routinely record important meetings as a backup to their notes.
  • Be prepared! Study the issues to be discussed and ask a lot of questions ahead of time. If you have to fumble for understanding while you are making your notes, they won't make any sense to you later.
  • Don't wait too long to type up the minutes, and be sure to have them approved by the chair or facilitator before distributing them to the attendees.
  • Don't be intimidated, you may be called upon many times to write meeting minutes, and the ability to produce concise, coherent minutes is widely admired and valued.
Example of Minutes Format
Name of Organization:
Purpose of Meeting:
Date/Time:
Chair:
Topic
Discussion
Action
Person
Responsible
1.



2.





The example minute of meeting

MINUTES

UNIVERSITI KUALA LUMPUR
INSTITUTE OF PRODUCT DESIGN AND MANUFACTURING
(UniKL IPROM)


Minutes of a meeting of the English Day for L01 Professional Communication 1 committee was held at the Student Hub on Wednesday,26 January 2011 at 09.30 am.

Chairperson
Mohd Shariful Azman

Presenter
Nor Mohd Zulfaqar Bin Baharudin
Abu Dzar Bin Baharom
Norain Binti Mesron

Secretary
Nursyamime Binti Zulkafli


The chairperson opened the meeting at 09.40 am.

                                                                                                                           Action

1. APOLOGIES FOR ABSENCE

Everybody attended.

2. CONFIRMATION OF PREVIOUS MINUTES

No previous meeting.

3. MATTERS ARISING FROM THE PREVIOUS MEETING

The Chairman asked to proceed the meeting due to no previous meeting.

4. BRAINSTORMING ACTIVITIES FOR ENGLISH DAY
 • 1st IDEA-UniKL IPROM EXPOSED ROAD SHOW                                                      
This activity was suggested by Mr.Azman. to guide especially students                      
from Matriculation, Diploma or STPM to further their study in Bachelor/
Master.

• 2nd IDEA-CARNIVAL GAMES
It was suggested by Mr.Zulfaqar. propose 2 types of games during                        
Academic Week which is Main Games (Snake Checker Box) and Mini                          
Games (Guess Card, Pyramid Apple, Play in 60 seconds, Dart).

• 3rd FORUM / SEMINAR
It was suggested by Ms. Syamime. For the forum, she suggest to make                  
a forum about enhancing interpersonal skill by invite a speaker.                                 

• 4th IPROM GREEN DAY
It was suggested by Mr. Abu. For this activity, all students are going to be             
teaching in recycling all item and how to make our world become a green                
and healthy world.

• 5th REMOTE CONTROL CAR RACING COMPETITION
It was suggested by Mr.Azman The participants are required to bring                     
Their own control car. Each entry will be charged RM2.                                             

• 6th COLOURING COMPETITION
It was suggested by Ms.Norain She will draw a picture of car. The                         
participants just required to color it. The color properties will be provided.                

PROMOTION
- Poster
- Facebook
- Flyers

INVITATION
- Giving information the advantage of event
- Giving Prize for the games event

5. ANY OTHER BUSINESS

There was no other business

6. DATE AND TIME FOR THE NEXT MEETING

It was agreed that the next meeting was held at the Student Hub on
Wednesday, 26 January 2011 at 09.30 am.



Meeting was adjourned at 12.30pm.


........................................                               ................
Confirmed by                                                            Date:
Mr.Mohd Shariful Azman Bin              
Chairperson


.......................................                                 .................
Recorded by                                                              Date:
Nursyamime Binti Zulkafli                        
Secretary