If the secretary is expected to take formal minutes, ask whether the group follows Robert's Rules of Orders or a different guide. In more informal settings, ask what should be included in the minutes or how they will be used.  As the minutes taker, you do not need to familiarize yourself with the full Rules of Order. However, acquiring a copy (or borrowing the chairman's) can be useful for answering specific questions. Know your role as well. Some minute secretaries do not participate in the meeting, while others take minutes while contributing to the discussion. In either case the secretary should not be someone who has another major role, such as chairman or facilitator. Each meeting's minutes will contain much of the same information. A template creates one consistent format for ease of reference. Include space for the following information at minimum.  Name of organization. Type of meeting. Is this a regular weekly or annual meeting, a smaller committee meeting, or a meeting convened for a special purpose? Date, time, and place. Leave space for the start and end times (convening and adjourning). Name of chairman or meeting leader & name of secretary (or their substitutes). List of "attendees" and "apologies of absentees". This is a fancy term for attendance sheet. Note whether a quorum is present (the number of people sufficient to carry out votes). Space for your signature. As the minute taker, you will always sign your work. An additional signature may be required when the minutes are approved, according to your organization's policies. An agenda, if provided one. If the chairman or meeting facilitator has not asked you to draft the agenda, they should have one available upon request. Having one to refer will help you organize your meeting notes. Make sure that whatever you bring is something you are comfortable with. If you will be writing minutes often, set aside a notebook for this purpose, or create a folder on your computer.  If you took minutes at an earlier meeting and they have not been submitted for approval, make sure to bring those with you as well. While an audio recorder can help you transcribe the minutes later, it is not a substitute for note taking. If you do record the meeting, make sure everyone present consents and do not give in to the temptation to create a word-for-word transcript. Learning a shorthand will speed up note taking, but you do not need to be able to take down every word in order to take minutes. In fact, you should avoid doing so. If you are asked to take notes publicly during the meeting, use an overhead projector or presentation easel. Make sure you are able to take the notes home afterward without smudging them so you are able to use them to type up minutes.
अपनी संस्था की मीटिंग की नीतियों को पता करें: एडवांस में एक टेम्पलेट तैयार करें : एक नोटबुक या लैपटॉप अपने साथ लाएँ :