#The minutes of the meeting how to#
Topics covered include tips for setting up a meeting, guidelines for taking and formatting minutes as well as how to clearly, concisely and accurately record the decisions and actions taken in a meeting. Training and secretarial education expert Joanna Gutmann takes you on a thorough guide to the art of writing minutes. One good guide we recommend is Taking Minutes of Meetings – Write Accurate Minutes. Stressed = “RR stressed his commitment to the project.”Ĭomplained = “TM complained about the delays.”Įven though writing the minutes of a meeting is an important and common business writing task there are surprisingly few guides available. Recommended = “Five strategies were recommended.”Įxplained = “SB explained the reason for the delay.”Įmphasised = “TA emphasised the necessity of a new product range.” Wondered = “DM wondered if there would be extra funding.” Reported = “The Sales Manager reported on the results of the trade fair.”Īsked = “The Chairman asked to see a copy of the report.” Mentioned = “RJ mentioned the possibility of extra funds.” Promised = “MB promised to find out more.”ĭiscussed = “Three issues were discussed.”ĭecided = “It was decided to delay action until the next meeting.”Īgreed = “Everyone agreed on the proposal.” “LS agreed to get further information.” “Everyone agreed with the chairman.”īrought up = “The issue of pay was brought up.” Suggested = “CA suggested raising the budget.”
Here’s a list that you might find useful: To do this, you need to use a variety of speech verbs. When you take minutes of a meeting, it is useful to report the ideas, rather than every sentence. In a column on the right-hand side, you can put the person’s initials in bold to show that he or she will perform the action. Meeting minutes also show who is responsible for carrying out action. You can write the term “apologies for absence were received from…” to say which people didn’t come to the meeting. The minutes contain the date of the meeting, as well as the initials and names of the people who attended. Therefore, it is important that you only record those items that are harmless to the members.The minutes of a meeting are a meeting report that is sent after the meeting, and include a report of what was said and decided during the meeting. Note that the main purpose of taking the meeting meetings is to bring out the genuine intentions of the members, and they serve as official legal records. This includes email sharing, cloud sharing, or sending them through physical addresses. There are a number of ways in which you can share the minutes. The document should then be shared with various members. You can, therefore, let the chairperson as well as the secretary sign in their signatures. Once you’ve reviewed the document and you are certain everything is in order, it needs to be signed to make it official. Make sure you edit the meeting to make it clear and easy to understand.Īdditionally, it’s recommended that you attach any handout or documents that were issued or referred to during the meeting processions. Here, you need to review the agenda and add notes, actions, votes, and decisions for clarifications. For instance, if there was an extensive argument, you need only to summarize the main points from the argument. Alongside this, you should include a brief highlight of the rationale behind each decision. For agenda items, you should write a short statement of each action taken by the members. Make sure you include every information discussed in detail. As such, you type notes as the meeting progresses, record or device other effective methods of getting the information taken. Take a record of the meetingĪs a secretary, one thing you should focus on is understanding how to take a meeting during the meeting. This will provide you with an idea of the organization’s preferred minute format and structure. Therefore, you need to take some time and review some past minutes. Remember that every organization has its own fashion of doing things. Prior preparationīefore attending the meeting, it’s advised for you to have adequate preparation so as to get familiar with everything.
However, if you are charged with the responsibility of writing minutes, the following tips will make the whole process simple and easy.
Writing meeting minutes or notes can be a grueling task, especially or those who are new in the sector. Tips for writing meeting minutes and notes
0 kommentar(er)
