characteristics of a good secretary

the role of secretary of a management committee can be key to the efficient functioning of the committee, particularly in organisations with few or no paid staff members. below are some of the qualities, skills and knowledge which should be demonstrated by those carrying out this role

quality, skills & knowledge

a good management committee secretary will:

01. be methodical, with good eye for detail

02. be well organised, with an orderly mind

03. bring objectivity to the proceedings

04. deal promptly with correspondence

05. be able to take accurate notes of meetings

06. make sure members receive all the necessary material

07. bring the necessary material to the meeting

08. work well with the chairperson

09. ensure quorum is met for meetings

10. have knowledge or experience of committee procedures



do's and don'ts

+ a good secretary will:

+ a good secretary will not:

1+ be organised.

1- ignore correspondence.

2+ keep copies of all correspondence.

2+ keep information to her/himself.

3+ check quorum is met for meetings.

3- be late for meetings.

4+ respect confidentiality.

4- throw away important papers.

5+ work closely with the chairperson.

5- write down trivial details of all discussions at every meeting.

6+ make it easy for others to take over by keeping clear records.
6- rely on his/her memory.

7+ prepare for meetings well in advance.

7- repeat private conversations.

8+ summarise discussions effectively.

8- organise meetings at the last minute.

9+ keep people informed.

9- ensure accurate minutes of meetings are kept.