Making Mini-Synod Reports

HOW TO WRITE PARISH MINI-SYNOD REPORTS

I. HOW TO WRITE REPORTS
1. Introduction. A report can be anything from a two-line handwritten memo to a bound volume with hundreds of closely typed pages. It may deal with the fate of the Temporalities Commission and can be read by its members. Or it may deal with the fate of your local Christian Community or chapel and be read by the members of the GKK.
The key principle of report writing could hardly be simpler. It is a question of identifying the key facts of a particular matter, and then presenting them in the right order. Writing a report may involve laborious research, juggling with words, facts and figures to present the gathered information of a parish gathering in the most effective way possible. Take note that your report, with all its detailed information, conclusions, and recommendations, provides the basis for decisions.

2. Kinds of Report:
a) an investigation or examination report
b) a recommendatory report
c) a progress report
d) formal report

3. Components of a report
(I) Opening Sections
a) Title
b) Terms of reference / objectives
c) Table of contents
d) List of charts, diagrams and illustrations
e) Preface
f) Acknowledgments
g) Abstract or summary of the findings to be detailed in the body of the report.
(II) Body of the Report
a) Introduction
b) Investigation and its outcome
c) Conclusions and recommendations
(III) Appendices
a) Endnotes
b) Bibliography
c) Supplementary material – extra figure and facts
d) Index

4. Preliminary Strategies. Before doing any writing, build up a clear picture of who your readers will be. The clearer you are about your readership, the easier it will be to write a successful report.
a) How you shape the report as a whole, where you place the emphasis
b) What you can afford to omit, or what you can assume the reader already knows
c) How to pitch the language, especially when it comes to using technical terms

Note: Don’t intrude your opinions. Your task is to provide facts, not personal views. Be clear about your terms of reference and try to find out the context in which the report has been requested. Draw up a systematic timetable but don’t be hidebound by your deadline.

5. Research
Your first task is to gather the necessary information. Depending on the kind of report you have to write, your research may involve the following activities: library research, interviews, experiments, recording activities, etc. Prepare a plan, breaking up the job into manageable parts. Identify the main topics and work out how to note down facts and process and systematize your research notes and materials.
6. Making and Storing Notes. There are two sides to note-taking and research- gathering your material and ordering it. As you collect your data or information, classify it into clearly labeled groups and subgroups.
a) Using index cards. Write your notes on these starting a new card for each new subject. The smaller cards are handier.
b) Using notepads. The pages go into loose-leaf folders and can be more awkward to use sometimes.
c) Using bound notebooks. The great advantage of these is that you cannot lose vital sheets of notes. The drawback is lack of flexibility.
d) Using cassette recorders. This is impractical for confidential notes but good for outdoor interviews.
e) Using word processors. A portable laptop or handheld would come handy in organizing notes later.
7. Knowing when to stop. Be in command with taking data and researching. If you had a broad picture and have enough material, then call a halt. Overdoing it may just confuse.

II. PRE-MINI SYNOD NOTES
1. Noting down comments, ideas and opinions. Take the initial data gathering according to your needs.
2. Sorting, systematizing notes. Systematize the gathering of data, arrange notes according to topics and mark them properly.
3. The draft. There are 2 basic approaches to planning your structure – planning by outlines & planning by rough drafts:
a) Plan by means of a schematic outline. Jot down any ideas that occur to you.
b) Plan by means of rough draft. Just pick on any idea and start writing as if you were drafting a full report.
c) The body of report has 3 aspects:
(1) a description of your investigation and research
(2) an account of the findings that emerge from the investigations.
(3) Your interpretations of the findings.

III. MINI-SYNOD PROCEEDINGS
1. Tape recording or short hand recording in verbatim. Take down notes verbatim. A tape recorder would be a help but it is also good to take down notes.
2. Noting down details and underscoring salient points. Most reports cover a number of distinct topics. Order it properly and systematically.
3. The draft report. Put flesh on the bones of your structure. Rely on your memory at first. Sort your notes into batches according to your structure.
4. The edited final Report. Revised your draft and re-style it. The revised draft requires a more reflective approach. Add your conclusions and then the title, the table of content and index.
5. Mini-Synod Reports like other Reports have the following components
a) Title (e.g. Mini-Synod of the Parish…)
b) Date and place of meeting
c) Attendance
d) Agenda: e.g. Lineamenta on Sanctifying the People of God
e) Discussion. At their barest, minutes simply record discussion proceedings and resolutions. Minute summaries of participants’ arguments or interventions have to be recorded.
f) Recommendations and resolutions shall be recorded together with the number of votes they garnered during the Mini-Synod.
g) Announcement for the next mini-synod:
(1) Lineamenta or topic
(2) Date, time, venue and other matters
(3) Persons in charge
-----------------------------------------------------------------------------------------------------------------------------------Sample of a Mini-Synod Report

MINI-SYNOD OF THE PARISH OF ST. FRANCIS OF ASSISI – OLD ESCALANTE
November 5, 2006. Old Poblacion, Escalante City, Negros Occidental, Philippines
Venue: Parish Bahay Kubo.
The Mini-Synod started a 7:30 A.M. after the Parish Priest Call to Order the Mini-Synod.

Present: Fr. Harry Bloem, Viito Maratas, Boy Capuras, Chuchay Lunod, etc. (The attendance can be listed in a separate sheet of paper and can be attached to the Report.) All participants are called by Chapel Communities or GKK.

AGENDA
LIneamenta on Worship: Sanctifying the People of God
Parish Resolutions
Recommendations

DISCUSSION:
The Lineamenta on Worship was presented by Vito Maratas. The document serves as a jumping board to discuss on important issues like curriculum for Formation of Lay Ministers for the whole Diocese………….
……

RESOLUTION:
…..it is hereby resolved that the Diocese of San Carlos shall have one common curriculum for the formation of Lay Minister.

RECOMMENDATIONS
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Documentor / Secretary

(Sgd) Chuchay Lunod

Noted by :

(Sgd) FR. HARRY BLOEM
Parish Priest
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IV. POST MINI-SYNOD REPORTS
1. Feed backing. Gather enough feedbacks which would be a great help to decision making.
2. Monitoring & Evaluation Reports. Put on record the result of monitoring .
3. The Minority / Majority Report