Writing Meeting Minutes

Writing Meeting Minutes

1. What is MEETING Definition of meeting. An act or process of coming together: such as. an assembly for a common purpose A permanent organizational unit of An assembly of people, especially the members of a society or committee, Bank official , Company ,Partners ,Trustee for discussion on a given agenda The act of coming together: a chance meeting in the office. an assembly or conference of persons for a specific purpose The body of persons present at an assembly or conference to read a report to the meeting

2. MEETING Every meeting is guided by one of the four purpose Informing People Analyzing Problem Generating Options Decision Making Ground Rules for effective meeting Punctuality No Interruption No accusations and personal attacks

3. Welcome & introductions Agenda overview Presentation Status Updates Discussion Decision Question & Answer (Q&A) Action Items What matters is not the agenda itself but the relevance and importance of what’s on it, and how the leader facilitates discussion of the agenda items.”  What should meeting agenda include?

4. Meeting minutes can be defined as the written record of every thing that has discussed during the meeting Minutes also provide legal protection for the organization. Many times, due diligence is captured in companies’ meeting minutes, which can then be officiated and documented to confirm the ethical, fair practices of the organization Writing meeting minutes doesn’t need to be stressful. In fact, the whole purpose of them is to make your life less stressful by having the ability to go back and reference what was discussed and what the key outcomes were. Definition of Meeting Minutes

5. Provide a historical record of the company’s short and long-term planning. Participants have the ability to use the meeting minutes as a record for future reference, to understand what kinds of progression has taken place Minutes also provide legal protection for the organization. Many times, due diligence is captured in companies’ meeting minutes, which can then be officiated and documented to confirm the ethical, fair practices of the organization. Meeting notes also serve as proof of why and how a company came to certain decisions. This is going to be helpful in answering any questions that arise in reference to decisions that have been made. What is the purpose of meeting minutes? 

6. They are a record of a group’s decisions and actions They are a reminder of who was given assignments They are evidence of deadlines They are a benefit for people who are absent when decisions are made Minutes serve as an aid to memory Minutes provide a basis for action Minutes give structure Minutes drive action plan Meeting minutes performs as a measuring slab Meeting minutes state ownership Meeting minutes give references Minutes offer legal protection I mportance of meeting minutes:  

7. Keep it simple Use built point Ask for clarification Record only important meeting items. Do not include unnecessary information Do not include personal opinion Well prepared Bring a recording device if desired. ... TOP TIPS for writing minutes

8. 1-Date and time of the meeting 2 Names of the participants 3 Purpose of the meeting 4 Agenda items and topics discussed 5 Action items 6 Next meeting date and place 7 Documents to be included in the report Things to include writing meeting minutes

9. How to Take Minutes in a Board Meeting: Taking meeting minutes in a board meeting seems like a fairly simple, straight-forward responsibility, but the truth is, there are many considerations involved in this task that require thought and attention Taking board meeting minutes is a very important responsibility that is suited for someone who is willing to plan ahead, listen diligently, and produce a precise summary of the meeting that has taken place.  To rid any kind of confusion there is surrounding meeting minutes, Fellow has created a step-by-step guide on how to write great meeting minutes. To begin, let’s talk about what meeting minutes really are: 

10. Minutes in a Board Meeting Board meeting minutes are important for a few different reasons. First and foremost, meeting minutes provide a historical record of the board’s short and long-term planning. Because each meeting contains an objective or goal, the board can then use the meeting minutes as a record for future reference, to understand the progression that has been made.  Moreover, meeting minutes are important because they provide legal protection for the organization. Often due diligence is captured in companies’ meeting minutes as well as any legal conversations which can then be officiated and documented to confirm the ethical, fair practices of the organization.  Board meeting minutes are proof of why and how a board came to certain decisions. This documentation can then be used to answer any questions that arise in reference to any decisions that have been made. 

11. The Finance group head attaches the financial statements and key reports Financial metrics Financial performance & forecast (quarterly) Quarterly P&L Monthly waterfalls (revenue, burn, cash balance, headcount) Performance vs. Plan The team circulates the narrative with the board ahead of time . Board members comment and ask questions as they read. The team clarifies points and provides analysis where necessary

12. Formal meeting minutes are used to document big or official decisions that often require approval. These meeting minutes use formal language and are structured with the purpose of being shared with all of the meeting participants afterwards. Formal meeting minutes are commonly used by nonprofits, government, schools, and public companies. In fact, most trade unions, schools, city and county governments model their meeting Formal Meeting Minutes

13. Call to order Called to order the regular meeting of [Organization] at [time] on [date] in [location]. Roll call Conducted a roll call. The following persons were present: Approval of minutes from last meeting Read the minutes from the last meeting. The minutes were approved. Open issues Open issue + Summary of discussion Open issue + Summary of discussion New business New business + Summary of discussion Formal Meeting Minutes

14. Adjournment Meeting facilitator adjourned the meeting at [time meeting ended]. Minutes submitted by: [Name] Minutes approved by: [Name] Formal Meeting Minutes New business New business + Summary of discussion New business + Summary of discussion

15. Informal meeting minutes serve as a quick reference to important topics that have been covered in your meeting such as goals, obstacles, deadlines or ideas that have surfaced. If your organization doesn’t require you to use a specific meeting minutes template, you can use and customized a simpler template. Contrary to a formal meeting minutes template, no one needs to have approved the minutes for this type of meeting and they serve to only document the key points and next steps. Informal Meeting Minutes

16. Meeting attendees Date 1. Meeting objective State the purpose of your meeting : what are you planning to accomplish? 2. Talking points New talking point New talking point 3. Action items New action item, due date, and assignee New action item, due date, and assignee Informal Meeting Minutes