What are Meeting Minutes?
Meeting minutes are notes that are recorded during a meeting. They highlight the key issues that are discussed, motions proposed or voted on, and activities to be undertaken. The minutes of a meeting are usually taken by a designated thành viên of the group. Their task is lớn provide an accurate record of what transpired during the meeting.Bạn sẽ xem: Meeting minutes là gì
Steps Involved in Recording Meeting Minutes
There are five main steps involved in recording the minutes of a meeting. They are:Pre-planningRecord-takingWriting or transcribing the minutesSharing meeting minutesFiling or storage of minutes for referencing in the futurePre-Planning
If a meeting is well-planned in advance, taking minutes will be a lot easier. That said, the chairpersonCEOA CEO, short for Chief Executive Officer, is the highest-ranking individual in a company or organization. The CEO is responsible for the overall success of an organization and for making top-màn chơi managerial decisions. Read a job mô tả tìm kiếm and the secretary or minutes-recorder should work together to determine the agenda of the meeting beforehvà. For example, the person recording minutes could work with the chair khổng lồ draft a document that will serve as an agendomain authority và provide the format for the meeting.
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If it’s not possible for the chair and secretary to meet and come up with a draft, then it’s up to the secretary lớn get a copy of the agenda before the meeting starts. The meeting agenda will serve as a guide for how lớn take notes và prepare the minutes. In addition, the agenda also includes other details, which need lớn be incorporated in the minutes. They include:Names of all the members present – includes guests & speakersDocuments that may be handed out as the meeting progresses, such as copies of a danh sách of proposals lớn be voted on
When an individual is chosen as the minutes recorder, it’s important for them lớn know what is expected of them. Therefore, the individual should approach the chair of the committee & ask what their role in the meeting will be. For example, if the meeting will involve sầu proposing motionsProxy VoteA Proxy Vote is a delegation of voting authority khổng lồ a representative on behalf of the original vote-holder. The party who receives the authority khổng lồ vote is known as the Proxy and the original vote-holder is known as the Principal. The concept is important in financial markets & particularly with public companies, the designated member should inquire as to whether he should include the names of those proposing motions and those seconding.
What lớn Include in Meeting Minutes
Before recording any details, a designated minutes recorder should familiarize themselves with the type of information that they should record. A group may be using a specific format to record notes but, overall, the minutes of a meeting typically include the following details:Date và time the meeting happenedNames of attendees, as well as absent participantsAcceptance of, or amendments made to lớn, the previous meeting’s minutesDecisions made regarding each thành phầm on the agendomain authority, such as:Activities undertaken or agreed uponNext stepsMotions accepted or rejectedNew businessDate và time of the next meeting
The Process of Writing Meeting Minutes
When the meeting ends, the individual tasked with writing minutes should get all the resources he needs lớn write up the minutes in a clear, presentable way. Here are some tips to lớn consider:Once the meeting ends, don’t take too long khổng lồ write the minutes. This way, everything that took place in the meeting is still fresh in your mind.review the outline that had been created earlier và make adjustments where necessary. This might include adding extra information or clarifying some of the issues raised. Also, kiểm tra khổng lồ see that all verdicts, activities, & motions were clearly recorded.Revise the minutes & ensure they’re brief but clear.
Distributing the Meeting Minutes
For example, if the minutes recorder was documenting the minutes using Microsoft Word, which does not offer online sharing, then they might consider using Google docs, which offers a way of sharing documents online with other users.
The recorder is also supposed to lớn save a copy of the meeting minutes for future reference. Most companies store their minutes online – either in Google Docs or OneDrive sầu.
Meeting minutes are important because they are used khổng lồ document the key issues raised during a meeting. For example, effective minutes can state the approaches that were proposed khổng lồ solve a particular problem & the main reason why members choose one method over the other.