Minutes Of The Meeting.ppt 445u4g

Minutes of the Meeting

Minutes also known as protocols are the instant written record of a meeting or hearing. They often give an overview of the structure of the meeting, starting with a list of those present, a statement of the various issues before the participants, and each of their responses thereto.

They are often created at the moment of the hearing by a typist, secretary or court recorder at the meeting, who may record the meeting in shorthand, and then type the minutes and issue them to the participants afterwards. Alternatively, the meeting may be audio recorded and the minutes typed later. The minutes of certain entities, such as a corporate board of Directors, must be kept and are important legal documents.

An Important Skill  At some point your boss may ask you to take minutes at a meeting. This task isn't reserved for secretaries only.  Any person who attends a meeting may be asked to do this. Since the minutes will serve as an official record of what took place during the meeting,  you must be very accurate. Here are some pointers to help you master this skill.

Before the Meeting 

Choose your tool: Decide how you will take notes, i.e. pen and paper, laptop computer, or tape recorder.

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Make sure your tool of choice is in working order and have a backup just in case.

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Use the meeting agenda to formulate an outline.

During the Meeting 

around an attendance sheet.

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Get a list of committee and make sure you know who is who.

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Note the time the meeting begins.

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Don't try to write down every single comment -- just the main ideas.

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A reporting secretary should keep a record of the proceedings, stating what was done and not what was said. Your job is not report every committee ’ comments. Instead, focus on decisions made, conclusions arrived at, issues confronted, opposing points of view, and votes taken

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If resolutions are agreed upon , the reporting secretary must document the working of this resolution exactly All the content within this discussion section must be reported objectively, without criticism ,favorable or otherwise

After the Meeting 

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Type up the minutes as soon as possible after the meeting, while everything is still fresh in your mind. Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting. Include the time the meeting began and ended. Proofread the minutes before submitting them.

Organization 

Typically, meeting minutes are organized chronologically. When you write your minutes, you can organize the content according to the sequential order of the topics discussed. However, minutes can also be organized according to importance. Though chronology is an easy approach to documenting a meeting, your audience might better understand the meeting’s focus if you document which topics received the greatest discussion or which topics will have the largest effect.

Basic format of writing meeting minutes    

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Objectives. write down objectives of meeting Date: April 24,2008 Time:7:00 P.M._9:30 P.M. Place Attendees. List names of participants Apologies, i.e. the names of those absent; Team Leader. Name and designation of person who headed the meeting Minutes of the previous meeting; Agenda. Discuss all the important points of meeting either in chronological or importance order

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Old/new Business The last topic of a meeting’s agenda should be a review of any old topics still unresolved and needing further discussion. Similarly toward the end of a meeting, you will need to report on new topics ,perhaps ones that will need to be covered in future meetings.

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Signature A typical statement reads Respectfully submitted by……….. You can sign your name beneath the typed signature