Meeting Secretary

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Meeting Secretary






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Posted on March 13, 2022 by admin

This entry was posted in Board Meeting & Online Solutions . Bookmark the permalink .
In managing a company, a manager must take great care in appointing responsible employees to the most important positions. One such fundamental position in any company is the secretary of a meeting. In some cases, this position is permanent, but it is also quite common for a meeting secretary to be chosen during a meeting. What are the main duties of a secretary in a meeting and why he or she plays such an important role in the meeting process – we suggest you learn from our brief overview.
At first glance it may seem that the secretary of a meeting is a routine duty, which does not require too high requirements for experience and qualifications. In practice, however, this is far from the case. During a meeting, the secretary is considered second in command after the chairman and is required to perform a wide range of duties. Specifically, the secretary of an assembly is required to:
Quite often the secretary of a meeting sets the tone for the entire meeting, because he or she checks the number of participants and their attendance at the meeting.
In the preparation for a meeting, preparatory documentation and, in particular, the agenda play an important role. It not only presents the topics and plan for the meeting, it also gives the meeting participants a chance to prepare for the meeting. We have already mentioned that the secretary is responsible for preparing the agenda. We can even say that the agenda is the main working document for the secretary of the meeting and there are several reasons for that:
In preparing the agenda, the secretary should consider not only the complexity of future issues to be discussed, but also carefully select issues that require urgent consideration by the board of directors. In doing so, it is important to be moderate so that the agenda is not too overburdened and time-consuming.
All of this shows that being the secretary of a meeting is not only honorable, but also quite challenging. That’s why you should choose candidates for the position of secretary who have highly developed communication skills, stress tolerance and multitasking. Therefore, the choice of a candidate for this position should not be hasty and spontaneous.

A secretary is one of the major officers of meetings; the other ones being the chairman and the treasurer.
In this article, we are going to take a look at the major duties of a secretary before, during and after a meeting.
As we all know by now, a secretary is a person (male or female) who works in an office typing letters, memos, keeping records, making and receiving telephone calls and arranging meetings among several other important office duties.
Now that we have a rudimentary idea of who a secretary is, let us now take a look at the duties of a secretary before a meeting, during a meeting and after a meeting.
Duties of a secretary before a meeting
Before a meeting starts a secretary is obligated to perform the following important duties:
Duties of a secretary during a meeting
Having done the above duties before the meeting, the secretary also performs other equally important duties while the meeting is taking place. Some of these very vital duties include the following:
Duties of a secretary after the meeting
The secretary performs the last part of his or her meeting duties after the meeting has ended. Some of the important duties that a secretary performs after a meeting has ended are as follow:
From the above points, you can clearly see that a secretary’s job before, during and after meetings is very essential. It is for this reason that a secretary should be a very knowledgeable person and one who has good organizational abilities. Also a secretary should be a good writer and have a strong command over the official language in which he or she writes in.
NOTE : Many people are of the opinion that secretaries are females only. I would like to use this opportunity to let readers know that although majority of secretaries are females, it doesn’t mean there are no male secretaries. As a matter of fact, these days more and more men are enrolling in secretarial schools to become professional secretaries. Gone are the days when a secretary’s job was meant for women only.
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INTERPERSONAL SKILLS
Team Working, Groups and Meetings
The Role of the Secretary




The Role of the Secretary
See also: Note-Taking


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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. 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.
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.
The secretary’s role in any formal group is to be guardian of the process of meetings. They are usually the person who makes the arrangements for the meetings, including AGMs, and keeps formal records of the group’s process and decisions: the minutes of the meeting. This may include keeping records of correspondence.
This page focuses largely on the formal aspects of the secretary’s role and particularly that relating to meetings.
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.
If you are new to your role as secretary , it is also worth finding out who is expected to attend, the organisations that they represent, and some of the issues which have been raised at previous meetings.
This will help you understand what’s going on. You can do this by looking at past minutes of meetings, and also asking the chair what is likely to be discussed.
The secretary is responsible for sending out the papers for the meeting. This will include, but is not limited to, the agenda, the minutes of the last meeting, and any papers for discussion or information.
On the day of the meeting, there are several things that the secretary will need to do:
The minutes will need to include a full list of those present, and all who sent apologies.
To save you scribbling frantically as people introduce themselves around the table, circulate a sign-up sheet asking people to give their names, organisations and contact details. Note down any apologies for absence provided during introductions: people often introduce themselves as “So-and-so’s replacement and, by the way, he/she sends their apologies”.
How you take notes in the meeting depends on how formal the minutes need to be.
If you are only reporting a brief summary of the discussion, plus any action points, then you can afford to listen to the discussion and then summarise it in note form.
If, however, you are expected to write down the main points made by individual speakers, then you will need to make a fuller set of notes, including the speakers’ names or initials.
It’s a matter of choice whether you use a laptop or pen and paper to make notes, although it’s as well to check with the chair in advance especially in a paid role.
See our page: Note-Taking for more information.
It is the job of the chair to manage the process of the meeting, but there are several things that the secretary can do to help.
Depending on the type of organisation, whether you are at a fairly junior level, or the role is voluntary and you’re an elected member of a committee, it’s probably best to discuss these responsibilities with the chair in advance to make sure that your intervention will be welcomed.

ItтАЩs easy to get distracted by an interesting discussion and forget to write anything down. Try to remain focused on your task at all times, even when the discussion is going around in circles. The chair may call on you to recap at any moment.
It’s best to start writing minutes as soon as possible after the meeting. However transparent your notes seemed in the meeting, they won’t be nearly as clear 24 hours later, and if you leave them for two weeks you will wonder whether that was actually you in the meeting.
Minutes should follow the order of the agenda. Even if someone revisited a particular topic later on in the meeting, you should include that discussion under the original agenda item. Make sure that you include all the key points made in discussion, any decisions made and actions agreed, together with who is responsible for actions.
Minutes are almost always written in the past tense , and usually in the passive voice (“X set out that y needed to happen; it was agreed that Z would be responsible”). Use ‘would’ rather than ‘will’ for what is going to happen, especially with formal minutes.
It is a matter of style whether you use first names, titles plus surnames, or initials to refer to those speaking. Check with the chair, or look at past minutes to see what has been done before, and use the same approach consistently.
If you’re new to minute writing, it may be advisable to send the minutes to one or two trusted people to check and comment on before you circulate them more widely.
One of these people should probably be the chair, unless they themselves have asked you to send them to someone else first. Once the minutes have been approved by the chair, they can be circulated more widely to the attendees and, if necessary, published on a website. Be aware that attendees may wish to correct any errors, and corrections will need to be incorporated in the next set of minutes.
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