{"id":172,"date":"2017-08-09T16:03:27","date_gmt":"2017-08-09T16:03:27","guid":{"rendered":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/?post_type=chapter&#038;p=172"},"modified":"2017-08-09T16:03:27","modified_gmt":"2017-08-09T16:03:27","slug":"set-of-instructions-example","status":"publish","type":"chapter","link":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/chapter\/set-of-instructions-example\/","title":{"raw":"Set of Instructions Example","rendered":"Set of Instructions Example"},"content":{"raw":"<div class=\"no-overflow\">\r\n<div>\r\n<div>\r\n\r\nTake a few minutes to compare the following draft and final version of a\u00a0<a title=\"Press Release\" href=\"https:\/\/clinton.delhi.edu\/mod\/page\/view.php?id=2984\">press release<\/a>:\r\n\r\nDRAFT:\r\n<div align=\"center\">How to Record Official Minutes<\/div>\r\n<div>Official minutes for any public body are vital to the overall success of the organization. If minutes are not taken properly, vital records will be skewed, which can lead to serious legal problems if contested. Following a series of simple but important steps can ensure that the most accurate minutes will be recorded.<\/div>\r\n<div>Prior to the meeting, make sure that you have the following items:<\/div>\r\n<ul>\r\n \t<li>One notepad<\/li>\r\n \t<li>Two to three sharpened pencils with functioning erasers<\/li>\r\n \t<li>Minutes from the previous meeting<\/li>\r\n \t<li>An up-to-date agenda<\/li>\r\n \t<li>Any necessary handouts for the body<\/li>\r\n \t<li>One bottle of water<\/li>\r\n<\/ul>\r\n<div>CAUTION: Make sure you keep the water bottle cap tightly sealed when not taking a drink. Spilling water on any recorded minutes could prove disastrous.<\/div>\r\n<div>Complete these steps in order; do not stray from the chronological list provided:<\/div>\r\n<div>1.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Choose a seat that is both close to the chairperson and is facing the audience.<\/div>\r\n<div>2.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Open the notepad to the first page and place a heading at the top of the page that identifies the organization\u2019s name and the meeting date.<\/div>\r\n<div>3.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Note the official time when the chair calls the meeting to order. Take a quick tally of the number of members present.<\/div>\r\n<div>4.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Following the agenda, create headings for each topic to be discussed and then summarize any main points introduced by the chair and the body. Identify each speaker by name.<\/div>\r\n<div><\/div>\r\n<div>CAUTION: Do not try to record comments verbatim. This will only lead to disaster when you find you cannot keep up with the spoken word.<\/div>\r\n<div><\/div>\r\n<div>5.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Ask speakers to repeat comments if you feel they are worth recording.<\/div>\r\n<div>6.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Capitalize the names of any members who make motions and the members who second motions. If asked by the chair, count the number of yes and no votes for each motion. If not asked, then simply identify whether the motion passes or fails. If a motion is passed unanimously, say so.<\/div>\r\n<div>7.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Note the official time when a member moves to adjourn. Note the person\u2019s name.<\/div>\r\n<div>8.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Transfer written notes to the word processor as quickly as possible following the meeting.<\/div>\r\n<div>9.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Submit the typed minutes to the body for consideration prior to the next meeting.<\/div>\r\n<div>It is difficult to take minutes without error, but practice makes the process easier with time. Don\u2019t be afraid to ask for help, but go into each meeting with confidence that you can do the job successfully.<\/div>\r\n<div><\/div>\r\n<h2>FINAL VERSION:<\/h2>\r\n<div align=\"center\"><b>How to Record Official Minutes<\/b><\/div>\r\n<div align=\"center\"><b>\u00a0<\/b><\/div>\r\n<div>Official minutes for any public body are vital to the overall success of the organization. If minutes are not taken properly, vital records will be skewed, which can lead to serious legal problems if contested. Following a series of simple but important steps can ensure the most accurate minutes are recorded.<\/div>\r\n<div>Prior to the meeting, make sure you have the following items:<\/div>\r\n<div>\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 One notepad (<i>the size you choose is up to you- whatever you feel comfortable with will work best for you<\/i>).<\/div>\r\n<div>\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Two to three sharpened pencils with functioning erasers.<\/div>\r\n<div>\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Minutes from the previous meeting.<\/div>\r\n<div>\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 An up-to-date agenda (<i>make sure you check with the chair prior to the meeting to ensure it\u2019s the most recent agenda- chairs are notorious for updating at the last minute<\/i>).<\/div>\r\n<div>\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Any necessary handouts for the body.<\/div>\r\n<div>\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 One bottle of water (<i>it has been proven that a well-hydrated secretary functions more accurately<\/i>).<\/div>\r\n<div>CAUTION: Make sure you keep the water bottle cap tightly sealed when not taking a drink. Spilling water on any recorded minutes could prove disastrous.<\/div>\r\n<div>Complete these steps in order; do not stray from the chronological list provided:<\/div>\r\n<div>1.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Choose<\/b>\u00a0a seat that is both close to the chairperson and is facing the audience. You need to hear clearly from both directions.<\/div>\r\n<div>2.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Open\u00a0<\/b>the notepad to the first page and place a heading at the top of the page that identifies the organization\u2019s name and the meeting date. You may want to circle the date to ensure proper filing when you finalize the minutes.<\/div>\r\n<div>3.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Note<\/b>\u00a0the official time when the chair calls the meeting to order.\u00a0<b>Take<\/b>\u00a0a quick tally of the number of members present. Do not worry if members arrive after the meeting has been opened.<\/div>\r\n<div>4.\u00a0\u00a0\u00a0\u00a0\u00a0 Following the agenda,\u00a0<b>create\u00a0<\/b>headings for each topic to be discussed and then summarize any main points introduced by the chair and the body.\u00a0<b>Identify\u00a0<\/b>each speaker by name.<\/div>\r\n<div><\/div>\r\n<div>CAUTION: Do not try to record comments verbatim. This will only lead to disaster when you find you cannot keep up with the spoken word.<\/div>\r\n<div><\/div>\r\n<div>5.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Ask<\/b>\u00a0speakers to repeat comments if you feel they are worth recording. They will not mind that you interrupt them to verify accurate minutes.<\/div>\r\n<div>6.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Capitalize<\/b>\u00a0the names of any members who make motions and the members who second motions. If asked by the chair,\u00a0<b>count\u00a0<\/b>the number of yes and no votes for each motion. If not asked, then simply\u00a0<b>identify\u00a0<\/b>whether the motion passes or fails. If a motion is passed unanimously, say so.<\/div>\r\n<div>7.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Note<\/b>\u00a0the official time when a member moves to adjourn.\u00a0<b>Note<\/b>\u00a0the person\u2019s name.<\/div>\r\n<div>8.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Transfer\u00a0<\/b>written notes to the word processor as quickly as possible following the meeting.<\/div>\r\n<div>9.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Submit<\/b>\u00a0the typed minutes to the body for consideration prior to the next meeting.<\/div>\r\n<div>It is difficult to take minutes without error, but practice makes the process easier with time. Don\u2019t be afraid to ask for help, but go into each meeting with confidence that you can do the job successfully.<\/div>\r\n<\/div>\r\n<\/div>\r\n<\/div>","rendered":"<div class=\"no-overflow\">\n<div>\n<div>\n<p>Take a few minutes to compare the following draft and final version of a\u00a0<a title=\"Press Release\" href=\"https:\/\/clinton.delhi.edu\/mod\/page\/view.php?id=2984\">press release<\/a>:<\/p>\n<p>DRAFT:<\/p>\n<div style=\"margin: auto;\">How to Record Official Minutes<\/div>\n<div>Official minutes for any public body are vital to the overall success of the organization. If minutes are not taken properly, vital records will be skewed, which can lead to serious legal problems if contested. Following a series of simple but important steps can ensure that the most accurate minutes will be recorded.<\/div>\n<div>Prior to the meeting, make sure that you have the following items:<\/div>\n<ul>\n<li>One notepad<\/li>\n<li>Two to three sharpened pencils with functioning erasers<\/li>\n<li>Minutes from the previous meeting<\/li>\n<li>An up-to-date agenda<\/li>\n<li>Any necessary handouts for the body<\/li>\n<li>One bottle of water<\/li>\n<\/ul>\n<div>CAUTION: Make sure you keep the water bottle cap tightly sealed when not taking a drink. Spilling water on any recorded minutes could prove disastrous.<\/div>\n<div>Complete these steps in order; do not stray from the chronological list provided:<\/div>\n<div>1.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Choose a seat that is both close to the chairperson and is facing the audience.<\/div>\n<div>2.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Open the notepad to the first page and place a heading at the top of the page that identifies the organization\u2019s name and the meeting date.<\/div>\n<div>3.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Note the official time when the chair calls the meeting to order. Take a quick tally of the number of members present.<\/div>\n<div>4.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Following the agenda, create headings for each topic to be discussed and then summarize any main points introduced by the chair and the body. Identify each speaker by name.<\/div>\n<div><\/div>\n<div>CAUTION: Do not try to record comments verbatim. This will only lead to disaster when you find you cannot keep up with the spoken word.<\/div>\n<div><\/div>\n<div>5.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Ask speakers to repeat comments if you feel they are worth recording.<\/div>\n<div>6.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Capitalize the names of any members who make motions and the members who second motions. If asked by the chair, count the number of yes and no votes for each motion. If not asked, then simply identify whether the motion passes or fails. If a motion is passed unanimously, say so.<\/div>\n<div>7.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Note the official time when a member moves to adjourn. Note the person\u2019s name.<\/div>\n<div>8.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Transfer written notes to the word processor as quickly as possible following the meeting.<\/div>\n<div>9.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Submit the typed minutes to the body for consideration prior to the next meeting.<\/div>\n<div>It is difficult to take minutes without error, but practice makes the process easier with time. Don\u2019t be afraid to ask for help, but go into each meeting with confidence that you can do the job successfully.<\/div>\n<div><\/div>\n<h2>FINAL VERSION:<\/h2>\n<div style=\"margin: auto;\"><b>How to Record Official Minutes<\/b><\/div>\n<div style=\"margin: auto;\"><b>\u00a0<\/b><\/div>\n<div>Official minutes for any public body are vital to the overall success of the organization. If minutes are not taken properly, vital records will be skewed, which can lead to serious legal problems if contested. Following a series of simple but important steps can ensure the most accurate minutes are recorded.<\/div>\n<div>Prior to the meeting, make sure you have the following items:<\/div>\n<div>\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 One notepad (<i>the size you choose is up to you- whatever you feel comfortable with will work best for you<\/i>).<\/div>\n<div>\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Two to three sharpened pencils with functioning erasers.<\/div>\n<div>\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Minutes from the previous meeting.<\/div>\n<div>\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 An up-to-date agenda (<i>make sure you check with the chair prior to the meeting to ensure it\u2019s the most recent agenda- chairs are notorious for updating at the last minute<\/i>).<\/div>\n<div>\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Any necessary handouts for the body.<\/div>\n<div>\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 One bottle of water (<i>it has been proven that a well-hydrated secretary functions more accurately<\/i>).<\/div>\n<div>CAUTION: Make sure you keep the water bottle cap tightly sealed when not taking a drink. Spilling water on any recorded minutes could prove disastrous.<\/div>\n<div>Complete these steps in order; do not stray from the chronological list provided:<\/div>\n<div>1.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Choose<\/b>\u00a0a seat that is both close to the chairperson and is facing the audience. You need to hear clearly from both directions.<\/div>\n<div>2.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Open\u00a0<\/b>the notepad to the first page and place a heading at the top of the page that identifies the organization\u2019s name and the meeting date. You may want to circle the date to ensure proper filing when you finalize the minutes.<\/div>\n<div>3.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Note<\/b>\u00a0the official time when the chair calls the meeting to order.\u00a0<b>Take<\/b>\u00a0a quick tally of the number of members present. Do not worry if members arrive after the meeting has been opened.<\/div>\n<div>4.\u00a0\u00a0\u00a0\u00a0\u00a0 Following the agenda,\u00a0<b>create\u00a0<\/b>headings for each topic to be discussed and then summarize any main points introduced by the chair and the body.\u00a0<b>Identify\u00a0<\/b>each speaker by name.<\/div>\n<div><\/div>\n<div>CAUTION: Do not try to record comments verbatim. This will only lead to disaster when you find you cannot keep up with the spoken word.<\/div>\n<div><\/div>\n<div>5.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Ask<\/b>\u00a0speakers to repeat comments if you feel they are worth recording. They will not mind that you interrupt them to verify accurate minutes.<\/div>\n<div>6.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Capitalize<\/b>\u00a0the names of any members who make motions and the members who second motions. If asked by the chair,\u00a0<b>count\u00a0<\/b>the number of yes and no votes for each motion. If not asked, then simply\u00a0<b>identify\u00a0<\/b>whether the motion passes or fails. If a motion is passed unanimously, say so.<\/div>\n<div>7.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Note<\/b>\u00a0the official time when a member moves to adjourn.\u00a0<b>Note<\/b>\u00a0the person\u2019s name.<\/div>\n<div>8.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Transfer\u00a0<\/b>written notes to the word processor as quickly as possible following the meeting.<\/div>\n<div>9.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<b>Submit<\/b>\u00a0the typed minutes to the body for consideration prior to the next meeting.<\/div>\n<div>It is difficult to take minutes without error, but practice makes the process easier with time. Don\u2019t be afraid to ask for help, but go into each meeting with confidence that you can do the job successfully.<\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\t\t\t <section class=\"citations-section\" role=\"contentinfo\">\n\t\t\t <h3>Candela Citations<\/h3>\n\t\t\t\t\t <div>\n\t\t\t\t\t\t <div id=\"citation-list-172\">\n\t\t\t\t\t\t\t <div class=\"licensing\"><div class=\"license-attribution-dropdown-subheading\">CC licensed content, Original<\/div><ul class=\"citation-list\"><li>Eng 235. <strong>Authored by<\/strong>: Jeff Meyers. <strong>Provided by<\/strong>: Clinton Community College. <strong>License<\/strong>: <em><a target=\"_blank\" rel=\"license\" href=\"https:\/\/creativecommons.org\/licenses\/by\/4.0\/\">CC BY: Attribution<\/a><\/em><\/li><\/ul><\/div>\n\t\t\t\t\t\t <\/div>\n\t\t\t\t\t <\/div>\n\t\t\t <\/section>","protected":false},"author":23590,"menu_order":7,"template":"","meta":{"_candela_citation":"[{\"type\":\"original\",\"description\":\"Eng 235\",\"author\":\"Jeff Meyers\",\"organization\":\"Clinton Community College\",\"url\":\"\",\"project\":\"\",\"license\":\"cc-by\",\"license_terms\":\"\"}]","CANDELA_OUTCOMES_GUID":"","pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[],"contributor":[],"license":[],"class_list":["post-172","chapter","type-chapter","status-publish","hentry"],"part":25,"_links":{"self":[{"href":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/wp-json\/pressbooks\/v2\/chapters\/172","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/wp-json\/wp\/v2\/users\/23590"}],"version-history":[{"count":1,"href":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/wp-json\/pressbooks\/v2\/chapters\/172\/revisions"}],"predecessor-version":[{"id":173,"href":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/wp-json\/pressbooks\/v2\/chapters\/172\/revisions\/173"}],"part":[{"href":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/wp-json\/pressbooks\/v2\/parts\/25"}],"metadata":[{"href":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/wp-json\/pressbooks\/v2\/chapters\/172\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/wp-json\/wp\/v2\/media?parent=172"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/wp-json\/pressbooks\/v2\/chapter-type?post=172"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/wp-json\/wp\/v2\/contributor?post=172"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/atd-clinton-technicalwriting\/wp-json\/wp\/v2\/license?post=172"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}