They Asked The Secretary Them The Papers

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The Role of the Secretary
See also: Note-Taking
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.
It’s 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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They Asked The Secretary Them The Papers