Production transact business through communication to both within and outside their area of operation. The business transacted can be relevant to their set objectives in one-way or the other there is no doubt that such business transaction need to be coordinated for future references and smooth running of the production such coordination can not be possible without coming together of good management or appointed representation of the said production to discuss approved procedures that will pursued the successful conduct of the affairs of that production. In fact that is where meeting becomes necessary, during which all the affairs transpired need to be recorded i.e minute are kept for future references.
As one of the most important futuristic document to every organization with particular concern to Polytechnic minute writing become interested to the researcher.
Omotosho (1987) define communication as the “process by which information passed between individual or organization by means of previously agreed method (either verbal or writing):.
Webster Merriam (1987) define minute as ‘a written record of the business transacted of a meeting”.
Sharman (1978) defined communication as “the tread that links all members of group. It is the force which keep an organization together, it also makes living together possible”.
According to Hall (1976) communication is “the act of any natural or artificial means of conveying information or giving instructions”.
According to Chuden (1978) says communication as the “process of transmitting or passing a message ideas and information in order to influence human behaviour of the receiver”. Lukman (2006) define communication as “a message that is send to some one for example, making telephone calls, or by sending a letter or a fax”.
Tahir (1988) defined communication as “the process for signs in such a way as to help a receiver (audience) perceives a meaning or understanding similar to that in the mind of the communicator (sender)”.
1.2 STATEMENT OF THE PROBLEM
Minute writers preparing to take down minute of meetings, the point to remember the exercise of your skill in sorting out the opinion, discussion and occasional “red hearings” from the real decision reached if there is voting the number of votes are counted, there must be shown, it was observed that in almost all production confidential secretary or minute writer’s are not appointed or assigned to perform others duties to typing only. All production causes some of the minute writers to be ineffective.
1.3 PURPOSE OF THE STUDY
The purpose of this project is to find out the role of confidential secretaries, before, during and after the meeting.
The objectives behind this research are as follows
1. To study the methods available in writing down minute of meeting
2. To map out strategies for effective and accurate method of taking down minutes of meeting
3. To find out causes and factors that militates against the effective utilization of confidential secretaries during meeting.
4. To find out problems encountered while taking down minutes of meeting etc.
1.4 SIGNIFICANCE OF THE STUDY
The research will help the federal polytechnic Kaura Namoda to improve the ability of their secretaries in minute writing
The researcher will also create awareness to other secretarial staff of their importance in taking down minutes of meeting as well as the necessary procedures and skill in minute writing.
The study will also serve as a means of educating other researchers who are willing to take up topic in communication similar to this one.