Role of a Secretary in Meeting for SS 3

Class: SS 3
Term: First Term
Week: 6
Age: 14 years
Duration: 45 minutes
Subject: Office Practice
Topic: ROLE OF A SECRETARY IN MEETING
Subject Matter: Calling for a meeting; Writing of minutes of a meeting
Previous Lesson: Role of a Chairman in a Meeting

Specific Objectives

By the end of the lesson, pupils/students should be able to:

Cognitive Domain

• Define a meeting and state its purpose.
• Explain the procedure for calling a meeting.
• Identify the essential elements of a notice and an agenda.
• Describe the purpose and key components of meeting minutes.
• State the qualities of good meeting minutes.

Affective Domain

• Appreciate the importance of a secretary’s role in ensuring effective meetings.
• Develop a sense of responsibility and attention to detail in secretarial duties.

Psychomotor Domain

• Draft a simple notice and agenda for a meeting.
• Write accurate minutes of a simulated meeting.
• Participate effectively in a meeting role-play as a secretary.

Reference Materials

The following resources were used in planning this lesson:

• 2025 Revised 9 Years Basic Education Curriculum
• Relevant State Unified Scheme of Work
• Office Practice for Senior Secondary Schools, Book 3
• The HeadTeacher Scheme of work

Instructional Materials

The teacher will teach this lesson with the aid of:

• Whiteboard/Chalkboard
• Markers/Chalk
• Sample notice of meeting
• Sample agenda
• Sample minutes of a meeting
• Notebooks and pens

Rationale for the Lesson

This lesson is important as it equips students with practical skills essential for secretarial and administrative roles in various organizations. Understanding how to properly call a meeting and accurately record its minutes ensures effective communication and decision-making. These skills are fundamental for future careers and contribute to organizational efficiency.

Prerequisite/Previous Knowledge

Students should have a basic understanding of what an office is and the general duties of an office assistant or secretary.

Lesson Content/Board Summary

ROLE OF A SECRETARY IN MEETING

Calling for a Meeting

Calling for a meeting involves the formal process of inviting individuals to attend a scheduled gathering to discuss specific matters. The secretary plays a crucial role in this process by preparing and distributing the necessary documents.

Key documents involved in calling a meeting are:

1. Notice of Meeting: This is a formal announcement informing members about an upcoming meeting. It typically includes:
1. Name of the organization.
2. Type of meeting (e.g., Annual General Meeting, Board Meeting).
3. Date, time, and venue of the meeting.
4. Purpose of the meeting.
5. Date of issue of the notice.
6. Signature of the secretary or authorized person.
2. Agenda: This is a list of items or topics to be discussed at the meeting, presented in the order they will be addressed. A well-prepared agenda helps to keep the meeting focused and organized. It usually includes:
1. Name of the organization.
2. Type of meeting.
3. Date, time, and venue of the meeting.
4. List of items for discussion (e.g., Apologies for Absence, Minutes of the Previous Meeting, Matters Arising, Main Business, Any Other Business, Date of Next Meeting).
5. Signature of the secretary or authorized person.

Writing of Minutes of a Meeting

Minutes are the official, written record of the proceedings of a meeting. They provide a summary of what was discussed, decisions made, and actions to be taken. The secretary is responsible for accurately drafting and distributing the minutes.

Key components of meeting minutes include:

1. Heading: Name of the organization, type of meeting, date, and time.
2. Attendance: List of members present and those who sent apologies for absence.
3. Minutes of the Previous Meeting: Confirmation or correction of the minutes from the last meeting.
4. Matters Arising: Discussion and follow-up on action points from previous minutes.
5. Main Discussions and Resolutions: Detailed summary of the issues discussed, arguments made, and decisions (resolutions) reached. Resolutions should be clearly stated and numbered.
6. Action Points: Specific tasks assigned to individuals, with deadlines.
7. Any Other Business (AOB): Brief notes on any additional topics raised and discussed.
8. Date of Next Meeting: The scheduled date for the subsequent meeting.
9. Adjournment: The time the meeting ended.
10. Signature: Signature of the chairperson and the secretary, confirming the accuracy of the minutes.

Qualities of good minutes:

1. Accuracy: Must reflect exactly what transpired and what decisions were made.
2. Clarity: Easy to understand, using simple and direct language.
3. Conciseness: Brief and to the point, avoiding unnecessary details.
4. Objectivity: Should be impartial and record facts, not personal opinions.
5. Completeness: Must contain all essential information without omissions.

Teaching Methods/Instructional Techniques

Discussion, Explanation, Demonstration, Role Play, Question and Answer, Guided Practice

Instructional Procedures

Step 1: Introduction

Time: 5 minutes

Teaching Skill: Engaging/Questioning

Teacher’s Activity: The teacher greets the students and asks them about their understanding of what a “meeting” is and why people hold meetings. The teacher then introduces the topic: The Role of a Secretary in a Meeting.

Pupils’ Activity: Students respond to the teacher’s questions and listen attentively to the introduction.

Learning Point: Introduction to meetings

Step 2: Explanation of Calling for a Meeting

Time: 8 minutes

Teaching Skill: Explanation/Demonstration

Teacher’s Activity: The teacher explains the first aspect of the secretary’s role: calling for a meeting. The teacher defines what a notice of meeting and an agenda are, showing samples of each. The teacher highlights the key information contained in both documents.

Pupils’ Activity: Students observe the samples, listen to the explanation, and ask questions for clarification.

Learning Point: Notice and agenda

Step 3: Procedure for Calling a Meeting

Time: 7 minutes

Teaching Skill: Explanation/Guided Discussion

Teacher’s Activity: The teacher guides students through the step-by-step procedure a secretary follows to call a meeting, from preparing the documents to their distribution. The teacher emphasizes timeliness and accuracy.

Pupils’ Activity: Students participate in the discussion, noting the procedures and asking about practical challenges.

Learning Point: Meeting calling procedure

Step 4: Introduction to Writing Minutes

Time: 7 minutes

Teaching Skill: Explanation/Demonstration

Teacher’s Activity: The teacher introduces the second key role: writing minutes of a meeting. The teacher explains what minutes are, their purpose, and shows a sample of well-written minutes, pointing out the major sections.

Pupils’ Activity: Students observe the sample minutes, listen to the explanation, and identify the different sections.

Learning Point: Purpose of minutes

Step 5: Components and Qualities of Minutes

Time: 6 minutes

Teaching Skill: Elaboration/Questioning

Teacher’s Activity: The teacher elaborates on the key components of meeting minutes (heading, attendance, resolutions, action points, etc.) and discusses the qualities of good minutes (accuracy, clarity, conciseness, objectivity, completeness).

Pupils’ Activity: Students listen and contribute to the discussion on what makes minutes effective.

Learning Point: Minute components and qualities

Step 6: Role Play Activity

Time: 5 minutes

Teaching Skill: Facilitation/Observation

Teacher’s Activity: The teacher divides the class into small groups for a quick role-play. Each group will simulate a short meeting (e.g., a club meeting), with one student acting as the secretary. The teacher instructs the ‘secretaries’ to take brief notes to prepare minutes later.

Pupils’ Activity: Students participate in the role-play, with designated secretaries attempting to take notes during the simulated meeting.

Learning Point: Practical minute taking

Step 7: Evaluation/Review

Time: 5 minutes

Teaching Skill: Questioning/Assessment

Teacher’s Activity: The teacher evaluates the learning by asking the following questions:

1. What is the purpose of a notice of meeting?
2. List three essential items found in an agenda.
3. What are minutes of a meeting?
4. Mention two qualities of good meeting minutes.

Pupils’ Activity: Pupils answer orally and in writing.

Learning Point: Assessment of understanding

Step 8: Note-Taking

Time: 4 minutes

Teaching Skill: Guided Writing

Teacher’s Activity: The teacher guides pupils/students to copy the essential Board Summary notes into their notebooks, specifically focusing on the structure of notice, agenda, and minutes.

Pupils’ Activity: Pupils/students copy the notes carefully into their notebooks.

Learning Point: Recording lesson notes

Step 9: Conclusion

Time: 3 minutes

Teaching Skill: Summarizing

Teacher’s Activity: The teacher briefly summarizes the key roles of a secretary in calling for and documenting meetings, emphasizing their importance for effective communication and decision-making in any organization.

Pupils’ Activity: Students listen and ask any final questions.

Learning Point: Lesson consolidation

Continuous Assessment/Further Study

Type: Homework/Practice Exercise

Instruction: Based on the role-play conducted in class, or a hypothetical scenario, draft the following:

1. A notice of meeting for your school’s Debating Club.
2. An agenda for the Debating Club meeting.
3. Minutes of the Debating Club meeting (assume some discussions and decisions).

Lesson Keywords

• Secretary – An administrative professional responsible for office duties, including managing meetings.
• Meeting – A gathering of people for a specific purpose, often to discuss issues or make decisions.
• Notice – A formal announcement informing members about an upcoming event or meeting.
• Agenda – A list of items to be discussed at a meeting.
• Minutes – The official written record of what transpired, was discussed, and decided at a meeting.
• Resolution – A formal decision or expression of opinion made by a meeting.

Differentiation

For weaker learners, provide simplified templates for the notice, agenda, and minutes, and pair them with stronger learners for the role-play and drafting tasks. Faster learners can be challenged to research different types of meetings (e.g., statutory, extraordinary) and how secretarial duties might vary for each, or to draft minutes for a more complex scenario with multiple action points.

Suggested Lesson Videos

Search YouTube for: role of secretary in meeting office practice

Search YouTube for: how to write meeting minutes

Teacher Guide for Using This Lesson Plan

Before the lesson, prepare sample notices, agendas, and minutes (either printed or written on a chart) to serve as visual aids and practical examples. Ensure the classroom arrangement allows for easy group work during the role-play activity. Guide students through each component of calling for a meeting and writing minutes, emphasizing the practical application of each step. During the role-play, circulate among groups to provide support and observe their understanding of the secretary’s role. Encourage students to copy the Board Summary notes after the main teaching points have been clarified to ensure accuracy. Check for understanding frequently through questions and by reviewing their draft minutes in the continuous assessment. Provide constructive feedback to help them improve their skills.