Meeting minutes give a written record of what was discussed and agreed upon during a meeting, ensuring that you and your colleagues have the same recollections and views about what was agreed upon. Writing down what was said helps to clarify your thoughts about the issues that were raised.
Writing up the minutes also serves as a reminder for those who could not be present at the meeting - such as everyone's boss or client. If someone feels that they were ignored or taken advantage of during the meeting, they can use the written record to support their claim.
Minutes also help ensure that important matters are not forgotten. For example, if there is something that needs to be done immediately after the meeting, it can be included in the minutes. This ensures that it is never missed again.
Finally, writing up the minutes gives you and your team members an opportunity to reflect on the meeting and any decisions made. Doing so provides clarity of thought and action items which can then be implemented successfully.
Summaries are shorter versions of meeting minutes that include only the most important information from each page of the full minutes. They can be used to keep track of discussions had at meetings where time constraints prevent recording everything that was said.
Meeting minutes are a written record of the discussions and decisions taken at a meeting. Meeting minutes can be used for any type of group inside a firm, including board meetings, where the participants participating include boards of directors. Firm-wide meetings may have more than one chair, but only one person should write up the minutes. This person could be anyone from legal counsel to management's consultant, but it is recommended that a separate committee of some kind is appointed by the board of directors to oversee the writing of these minutes.
Minutes should be brief and to the point. They should not repeat information already included in other documents (such as annual reports) nor go into great detail about each topic raised during the meeting. Generally, meetings tend to cover several different topics, so it is important that the minutes reflect this fact by being clear and concise rather than lengthy and detailed.
It is advisable to have someone other than the chairing body draft the minutes. This ensures an even-handed recording of events without prejudice or favoritism.
The format for meeting minutes is usually the same across industries; however, they may vary depending on how formal or informal the meeting was. For example, if the meeting was held at a conference center then there would be no requirement for it to be recorded by a secretary or assistant.
The formal written record of a meeting is the minutes. A meeting's minutes can be kept by anybody in attendance. This individual is responsible for distributing the meeting minutes to all attendees. A Step-by-Step Guide to Writing Minutes.
In addition to recording the details of the meeting, the person taking notes should also write a brief summary of the topics discussed and any actions taken by the board. This summary becomes the board report. The board report is used by the committee drafting the next year's budget to compare their recommendations with previous years' spending patterns. It's also available to other members of the board who may want to know what issues were most important to address at this year's meeting.
Minutes are useful for keeping track of what was said at a meeting and by whom, but they are not required by law. Some organizations prefer to keep their meetings off the record so that people do not feel obligated to attend if they do not want to. Others may choose to not have minutes published at all if there is no policy on how these things are done.
It is recommended that your organization sets a policy on meeting minutes to ensure that they are completed and distributed in a timely manner. For example, you could require that minutes be submitted within one week of the meeting date.
What information should you include in meeting minutes?
Don't forgo taking minutes merely because everyone was present and understands what happened. Meeting notes serve as a record of the meeting long after attendees have forgotten what transpired. Unless the "he said, she said" specifics are critical, don't go into too much detail. Keep it simple and short.
It is best not to write up detailed meeting minutes until several days after the fact, when you can remove personal opinions and inferences. This will help ensure that all participants receive a fair hearing.
If you do write up detailed meeting minutes immediately following the event, be sure to give each speaker an opportunity to review them before they're published.
Here's how to handle writing meeting minutes: Before the meeting starts, write down any items that need to be discussed or voted on. During the meeting, take note of things that come up and include them in the written summary. At the end of the meeting, discuss revisions with your team and then publish the minutes.
Meeting minutes are important tools for managing group dynamics and ensuring that everyone's voice is heard. By writing them down immediately after the meeting, you can capture all the great ideas and information that were shared and avoid forgetting something crucial!