Introduction
Many people have heard of "minutes of meeting" but do not know what it means. In simple terms, minutes of meeting refers to the written record of a meeting. These records are usually taken by a secretary or someone assigned to take notes during the meeting. They are vital documents as they serve as a reference for decisions made during the meeting.
Why Are Minutes Of Meeting Important?
Minutes of meeting are important because they provide a record of decisions made during the meeting. They also serve as a reference for future meetings. If there is a dispute or confusion about a decision made during a meeting, the minutes can be referred to for clarification. Additionally, minutes of meeting help to keep everyone on the same page and ensure that important details are not forgotten.
What Should Be Included In Minutes Of Meeting?
Minutes of meeting should include the following information:
- Date, time and location of the meeting
- List of attendees and absentees
- Agenda items discussed
- Decisions made during the meeting
- Action items assigned
- Date and time of the next meeting
How To Write Minutes Of Meeting
Here are some tips on how to write minutes of meeting:
- Use a template to ensure all necessary information is included
- Be concise and stick to the main points
- Use clear and concise language
- Avoid using jargon or technical terms
- Record decisions and action items clearly
- Review and proofread the minutes before distributing to attendees
Types Of Minutes Of Meeting
There are two types of minutes of meeting:
- Informal Minutes - These are less detailed and are usually used for internal meetings or informal gatherings.
- Formal Minutes - These are more detailed and are usually used for formal meetings such as board meetings or annual general meetings.
How To Distribute Minutes Of Meeting
Minutes of meeting should be distributed to all attendees as soon as possible after the meeting. This ensures that everyone is on the same page and can take action on any assigned tasks. Minutes can be distributed via email, shared on a cloud-based platform or printed and distributed in hard copy.
Conclusion
Minutes of meeting are an essential part of any meeting. They serve as a record of decisions made and help to keep everyone on the same page. Writing minutes of meeting can seem daunting, but with a template and some basic guidelines, it can be a straightforward process. Make sure to distribute minutes to attendees as soon as possible after the meeting to ensure that everyone is up to date.