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, và activities khổng lồ be undertaken. The minutes of a meeting are usually taken by a designated thành viên of the group. Their task is to lớn provide an accurate record of what transpired during the meeting.
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Steps Involved in Recording Meeting Minutes
There are five sầu 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-level managerial decisions. Read a job mô tả tìm kiếm & the secretary or minutes-recorder should work together to lớn determine the agendomain authority 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 agenda và provide the format for the meeting.
If it’s not possible for the chair & secretary lớn meet & come up with a draft, then it’s up khổng lồ the secretary khổng lồ get a copy of the agenda before the meeting starts. The meeting agenda will serve as a guide for how to lớn take notes và prepare the minutes. In addition, the agendomain authority also includes other details, which need khổng lồ 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 các mục of proposals to be voted on
When an individual is chosen as the minutes recorder, it’s important for them to lớn know what is expected of them. Therefore, the individual should approach the chair of the committee và ask what their role in the meeting will be. For example, if the meeting will involve proposing motionsProxy VoteA Proxy Vote is a delegation of voting authority khổng lồ a representative sầu on behalf of the original vote-holder. The party who receives the authority to vote is known as the Proxy & the original vote-holder is known as the Principal. The concept is important in financial markets và particularly with public companies, the designated member should inquire as to lớn whether he should include the names of those proposing motions and those seconding.
What to 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 lớn record notes but, overall, the minutes of a meeting typically include the following details:Date & time the meeting happenedNames of attendees, as well as absent participantsAcceptance of, or amendments made khổng lồ, the previous meeting’s minutesDecisions made regarding each cống phẩm on the agenda, 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 khổng lồ write up the minutes in a clear, presentable way. Here are some tips khổng lồ 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.Reviews 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 lớn see that all verdicts, activities, and motions were clearly recorded.Revise the minutes và ensure they’re brief but clear.
Distributing the Meeting Minutes
Once the secretary completes writing the minutes, he’s supposed khổng lồ cốt truyện them with the group members. They can be shared online or through the cloud. Considering that minutes and other types of documents can entail a lot of paperwork, it may be preferable to lớn use a paperless sharing approach.
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 save a copy of the meeting minutes for future reference. Most companies store their minutes online – either in Google Docs or OneDrive.
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 sầu a particular problem and the main reason why members choose one method over the other.
The minutes of the meeting can be recorded manually or on an electronic device such as a máy tính or Máy tính bảng iPad. After the meeting, the recorder nhận xét the minutes and makes edits where necessary. The meeting minutes are then shared with the group participants. Apart from distribution, the minutes are also saved for future reference.
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