UNIVERSITY OF LAGOS APPROVED TEMPLATE FOR MINUTES
UNIVERSITY OF LAGOS
APPROVED TEMPLATE FOR MINUTES
STAFF TRAINING AND DEVELOPMENT CENTRE
OUTLINE
INTRODUCTION
RECOMMENDED FORMAT
FOR MINUTES OF MEETING
i.
The Heading
ii.
Attendance
iii.
Opening prayer
(optional)
iv.
Chairman’s Opening
Remark/Call to order
v.
Adoption of Agenda
i.
Adoption of Minutes of the last Meeting (if applicable)
ii.
Matters Arising from the Minutes
iii.
New Business/Business of the Day/Deliberations
iv.
Any Other Business (AOB)
v.
Action Plan
vi.
Adjournment
vii.
Closing Prayer (Optional)
viii.
Signatures of Chairman and Secretary
OTHER NOTES
OUTLINE contd.
INTRODUCTION
The
University of Lagos Management on 19th June, 2023, considered
templates
for writing of Minutes and Reports. This
was
aimed at
promoting
professionalism
in minutes
and reports writing, and to
ensure
t
hat Minutes and Report
s
are error-free and adequately prepared
to communicate effectively.
Generally, the format of Minutes consists of the following:
FORMAT FOR MINUTES OF MEETINGS
The Heading
Attendance
Opening prayer (optional)
Chairman’s Opening Remark/Call to order
Adoption of Agenda
Adoption of Minutes of the last Meeting (if applicable)
Matters Arising from the Minutes
New Business/Business of the Day/Deliberations
Any Other Business (AOB)
FORMAT FOR MINUTES OF MEETINGS CONTd.
Action Plan
Adjournment
Closing Prayer (Optional)
Signatures of Chairman and Secretary
The Heading
This should reflect the name of the meeting, date, time and venue of the
meeting.
Attendance
This comprises information about those present at the meeting classified as
follows:
FORMAT FOR MINUTES OF MEETINGS CONTd
.
i.
Present
This contains the list of members present.
ii.
Absent
Names of members who were absent without permission would
be
listed here.
iii.
Apology
Names of members who sought permission to be absent would be
listed here.
iv.
In Attendance
This is a special term used to indicate the status of the people who
attended the meeting but are not members of the
panel/committee meeting, e.g. secretariat staff, invited persons
and observers, where applicable.
FORMAT FOR MINUTES OF MEETINGS CONTd.
v.
Chairman’s Opening Remark
This is the Chairman’s short opening statement. Most times, the
Chairman uses the opportunity to
welcome members and
draw their attention to the purpose of the meeting.
vi.
Adoption of Agenda
This contains the items for discussion at the meeting as
amended/approved for deliberation by the committee/group
members.
vii.
Reading and Adoption of Minutes of the Last Meeting
This is a record of the reading of the minutes of the last meeting
and necessary corrections and/or amendments (if any) made
before the minutes were accepted.
FORMAT FOR MINUTES OF MEETINGS CONTd
viii.
Matters Arising from the Minutes.
Under this heading, post-meeting activities after the last meeting, new
developments, follow-up actions are reported by the relevant
members. This could be presented in the format below:
ix.
Ideally, the secretary would have discussed this with the Chairperson
and incorporated his or her inputs before the meeting.
FORMAT FOR MINUTES OF MEETINGS CONTd.
New Business/Business of the Day/Deliberations
The discussions of the items on the agenda are presented under this
sub-heading. This is reflected in separate paragraphs, that is, each item
per paragraph. Each agendum with its sub-title and number of the
resolutions/decisions reached must be captured effectively as well as
how the decision was reached (e.g. by consensus or voting).
Any Other Business (AOB)
Any matter not listed on the agenda, which a member considered
important and raised, and which was discussed, is reported under this
heading.
FORMAT FOR MINUTES OF MEETINGS CONTd.
Action Plan
The post-meeting activities that should be carried out by the Secretary
or other designated members before the next meeting are reported
under this sub-heading. It is best presented in a tabular form stating the
action to be taken and a column to indicate the person assigned to
facilitate the task at the right side of the table, titled “Action By”. This is
exemplified below:
FORMAT FOR MINUTES OF MEETINGS CONTd.
Adjournment
The names of the members that moved the motion for the
adjournment, a new date, time and venue for the next
meeting, are recorded under this heading.
Closing Prayer (Optional)
Signatures of Chairman and Secretary
This gives authenticity to the contents of the minutes
Other Notes On Minutes
Other tips on effective writing of minutes
are:
i.
Numbering of sections and paragraphs of the minutes should be done
.
This makes for easy reference.
ii.
Ensuring proper formatting of documents
.
iii.
Guaranteeing accuracy of record of what took place
by ensuring
accurate note-taking and if possible, using recording devices.
iv.
Ensuring minutes are concise, comprehensive and easy to follow
.
v.
Keeping minutes devoid of personal observations and judgmental
comments
vi.
Minutes should be written in past tense as they are reports of what
took place in a meeting. All effort should be made not to mix up the
tenses
when
writing minutes.
THANK YOU
"Explore the recommended format for writing minutes of meetings approved by the University of Lagos Management. From the heading to adoption of minutes, this structured guide ensures professionalism and error-free communication in documenting meeting proceedings."
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
You are allowed to download the files provided on this website for personal or commercial use, subject to the condition that they are used lawfully. All files are the property of their respective owners.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.
E N D
Presentation Transcript
UNIVERSITY OF LAGOS UNIVERSITY OF LAGOS APPROVED TEMPLATE FOR MINUTES APPROVED TEMPLATE FOR MINUTES STAFF TRAINING AND DEVELOPMENT CENTRE STAFF TRAINING AND DEVELOPMENT CENTRE
OUTLINE INTRODUCTION RECOMMENDED FORMAT FOR MINUTES OF MEETING The Heading Attendance Opening prayer (optional) Chairman s Opening Remark/Call to order Adoption of Agenda i. ii. iii. iv. v.
OUTLINE contd. Adoption of Minutes of the last Meeting (if applicable) Matters Arising from the Minutes New Business/Business of the Day/Deliberations Any Other Business (AOB) Action Plan Adjournment i. ii. iii. iv. v. vi. vii. Closing Prayer (Optional) viii. Signatures of Chairman and Secretary OTHER NOTES
INTRODUCTION The University of Lagos Management on 19th June, 2023, considered templates for writing of Minutes and Reports. This was aimed at promoting professionalism in minutes ensure that Minutes and Reports are error-free and adequately prepared to communicate effectively. and reports writing, and to Generally, the format of Minutes consists of the following:
FORMAT FOR MINUTES OF MEETINGS The Heading Attendance Opening prayer (optional) Chairman s Opening Remark/Call to order Adoption of Agenda Adoption of Minutes of the last Meeting (if applicable) Matters Arising from the Minutes New Business/Business of the Day/Deliberations Any Other Business (AOB)
FORMAT FOR MINUTES OF MEETINGS CONTd. Action Plan Adjournment Closing Prayer (Optional) Signatures of Chairman and Secretary The Heading This should reflect the name of the meeting, date, time and venue of the meeting. Attendance This comprises information about those present at the meeting classified as follows:
FORMAT FOR MINUTES OF MEETINGS CONTd. i. Present This contains the list of members present. ii. Absent Names of members who were absent without permission would be listed here. iii. Apology Names of members who sought permission to be absent would be listed here. iv. In Attendance This is a special term used to indicate the status of the people who attended the meeting but are not members of the panel/committee meeting, e.g. secretariat staff, invited persons and observers, where applicable.
FORMAT FOR MINUTES OF MEETINGS CONTd. v. Chairman s Opening Remark This is the Chairman s short opening statement. Most times, the Chairman uses the opportunity to welcome members and draw their attention to the purpose of the meeting. vi. Adoption of Agenda This contains the items for discussion at the meeting as amended/approved for deliberation by the committee/group members. vii.Reading and Adoption of Minutes of the Last Meeting This is a record of the reading of the minutes of the last meeting and necessary corrections and/or amendments (if any) made before the minutes were accepted.
FORMAT FOR MINUTES OF MEETINGS CONTd viii. Matters Arising from the Minutes. Under this heading, post-meeting activities after the last meeting, new developments, follow-up actions are reported by the relevant members. This could be presented in the format below: S/N Minute Action Taken ix. Ideally, the secretary would have discussed this with the Chairperson and incorporated his or her inputs before the meeting.
FORMAT FOR MINUTES OF MEETINGS CONTd. New Business/Business of the Day/Deliberations The discussions of the items on the agenda are presented under this sub-heading. This is reflected in separate paragraphs, that is, each item per paragraph. Each agendum with its sub-title and number of the resolutions/decisions reached must be captured effectively as well as how the decision was reached (e.g. by consensus or voting). Any Other Business (AOB) Any matter not listed on the agenda, which a member considered important and raised, and which was discussed, is reported under this heading.
FORMAT FOR MINUTES OF MEETINGS CONTd. Action Plan The post-meeting activities that should be carried out by the Secretary or other designated members before the next meeting are reported under this sub-heading. It is best presented in a tabular form stating the action to be taken and a column to indicate the person assigned to facilitate the task at the right side of the table, titled Action By . This is exemplified below: S/N ACTION ACTION BY
FORMAT FOR MINUTES OF MEETINGS CONTd. Adjournment The names of the members that moved the motion for the adjournment, a new date, time and venue for the next meeting, are recorded under this heading. Closing Prayer (Optional) Signatures of Chairman and Secretary This gives authenticity to the contents of the minutes
Other Notes On Minutes Other tips on effective writing of minutes are: Numbering of sections and paragraphs of the minutes should be done. This makes for easy reference. Ensuring proper formatting of documents. i. ii. iii. Guaranteeing accuracy of record of what took place by ensuring accurate note-taking and if possible, using recording devices. iv. Ensuring minutes are concise, comprehensive and easy to follow. Keeping minutes devoid of personal observations and judgmental comments v. vi. Minutes should be written in past tense as they are reports of what took place in a meeting. All effort should be made not to mix up the tenses when writing minutes.
