The secretary is not a passive note-taker. Think clarity coach: your job is to make sure what gets captured is specific and actionable.
You and the facilitator are the only people who may speak at any point during the meeting.
What you capture
- Action items: a specific next action, owned by a specific role
- Projects: a desired outcome that requires more than one action.
- Governance reminders: topics to carry into a governance proposal.
How you help
- Start with what before who: write first, clarify the ask, then assign to a role.
- When it's unclear who's responsible, open Teams & roles in Moral Fabric and share your screen. This trains the team to think in roles and accountabilities rather than people.
- After capturing something, check back: "Does this, as I've written it, resolve your tension?"
Key phrases
- "What do you need; can I capture the following?" Then offer three options: action item, project, or governance input. Show your screen while doing so.
- "Does this resolve your tension as written?"
- "Who specifically? Let's check the governance."
Tips for governance meetings
- Type along during the proposal (step 1), optional clarification (step 4), and integration (step 6).
- Stay off the keyboard during clarifying questions (step 2), the reaction round (step 3), and the objection round (step 5).
- Don't update the original proposal while people ask questions; wait for step 4. This keeps decision-making with the person who raised it.