THE SECRETARY

THE SECRETARY

THE SECRETARY

Objectives

Practical applications of the principles and learnings of being a secretary.

To form Effective and Efficient PYA Secretaries

THE SECRETARY

Group activity

Listen to the

CARABAO

THE SECRETARY

Introduction The Secretary is the backbone of a Society

and ensures that everything runs smoothly. Without you, your president would struggle to communicate consistently. Meetings would be chaos and activities would be disorganized.

Being a good secretary means being dedicated, focused and well organized. Secretaries need to be hard working, intelligent, and possess excellent writing skills.

THE SECRETARY

Steps on How to Be and Effective

and Efficient Secretary

Some people think that it is easier to be secretary than treasurer or president, but many meeting veterans will tell you that the secretary's job is much more difficult.

1Decide that this is the

right job for you.

THE SECRETARY

Steps on How to Be and Effective

and Efficient Secretary

Have him or her give you the previous meetings' minutes, reports, etc..

2Meet with the outgoing

secretary if possible.

THE SECRETARY

Steps on How to Be and Effective

and Efficient Secretary

If you received the files in a disorganized mess, don't leave them that way for the next secretary when your tenure is completed.

3Get a filing cabinet or a

briefcase.

THE SECRETARY

Steps on How to Be and Effective

and Efficient Secretary

If your organization's office is not well organized, this is something that should be addressed right away.

4Learn that good

organizational skills make a good secretary

THE SECRETARY

Steps on How to Be and Effective

and Efficient Secretary

A friendly, professional manner is very important to an organization's secretary.

5Develop good contacts

and use them wisely

THE SECRETARY

Steps on How to Be and Effective

and Efficient Secretary

Being on time is a great opportunity to make your organization happy. Being late can make most of the members mad.

6Always be on time

THE SECRETARY

Steps on How to Be and Effective

and Efficient Secretary

Have answers for anticipated questions ready in the event that the President wants you to provide information during meetings, etc...

7Always be ready to answer unexpected

questions

THE SECRETARY

Steps on How to Be and Effective

and Efficient Secretary

You are expected to know about everything in the activities of the organization

8Always know the activity

schedule

THE SECRETARY

Minute writing tips

To prepare for the meeting, follow the steps below.

• Get a copy of the agenda.• Find out the meaning of terminology you

don’t understand.• Read documents that will be tabled at the

meeting.

Prepare for the meeting

THE SECRETARY

Minute writing tips

• Sit by the chair so they can see what you're writing and you can ask for clarification.• Have a template or outline for writing

notes. You could use columns: ‘speaker’, ‘item’.• Leave gaps to return to if necessary.• Interrupt if you didn’t catch everything.• Be prepared to review and summarize.

Take minute notes

THE SECRETARY

Minute writing tips

• Turn the notes into minutes while still fresh.• Be accurate, brief and clear.• Follow the order of the agenda.• Check the spelling of each word • Use quotation marks

Turn notes into minutes

THE SECRETARY

Sample template of a

Minutes

(Heading)

Minutes of the Meeting

Date: ___________Series: ____________Venue: ____________O.P. (Opening Prayer): __________P.O. (Presiding Officer): _________T.S. (Time Started): ____________Attendance: _________________RPM (Reading of the previous minutes)

THE SECRETARY

Sample template of a

Minutes

Follow-up: 1. zzzzzzzzzzzzzz2.zzzzzzzzzzzzzzz Agenda:1.zzzzzzzzzzzzzzz 2. zzzzzzzzzzzzzzz3. zzzzzzzzzzzzzzz

Other businness /reporting: Treasurer/Auditor/ Announcements

C.P. (Closing Prayer): ___________

EVENT MANAGEMENT PLAN

QUESTION HOUR

THANK YOU“In omnibus amare et servire Domino”