Minutes of Meeting describe specify what was discussed and decided in a meeting, providing a permanent record of the meeting for future reference. They tend to include an overview of the structure of the meeting, including.
Meeting Minutes, are generally distributed shortly after the meeting ends and are confirmed as accurate at the start of the next meeting.
Minutes are a record of the meeting for those that were at the meeting and they are an important source of information for those who were not there. There are two key reasons for keeping minutes of your meetings
Prior to the meeting, one of the attendees is normally designated as the minute taker.
The minute taker generally completes the following tasks
Note: Minutes are often recorded during the meeting on laptop computers.
Note: If you wish to tape record the meeting. You need to ask all meeting participants for their approval before recording the meeting.
When taking minutes you should record the following
A few tips to assist you with producing good minutes
The minutes should be distributed within a few hours of the meeting finishing. They can be concise, in plain English and are not required to be grammatically correct.
Taking minutes is easier in well managed meetings than in unstructured meetings, you will find these tips will assist you to take good minutes
Tips for Formal Meetings
It is also a nice extra touch to
If required get your draft minutes approved
The minute taker is the person responsible for preparing the Minutes of Meeting.
Quorum – The minimum number of the meetings regular participants that need to be in attendance for the meeting to legitimately make decisions. This is normally half of the meetings participants plus one
A stakeholder is a person who should be interested in the meeting’s outcomes.
An action is a task which should be completed by one of the meeting participants as a result of meeting discussions. To properly record action items you will need to record
Apologies are notifications from meeting participants indicating that they are unable to attend the meeting.
A motion is a formal proposal made by a meeting participant.
Free Templates
Additional Resources for Meeting Minutes
Wikipedia - Meeting minutes
Wild Apricot - How to write effective minutes
WikiHow - How to take meeting minutes
Effective Meetings - How to record useful meeting minutes
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