Minutes of a meeting
Posted by Philip Baskerville in Aug, 2013
What are minutes of a meeting?
The minutes of a meeting are a written report about the meeting, which includes the date, place and time of the interview, the subject of the meeting, a list of the people who attended the meeting and a list of all of the things which were discussed during the meeting. These notes are usually distributed to those who were in attendance and are available to anyone else who is interested.
What are minutes of a meeting like?
The minutes of a meeting are like highlights show. They let you know about all of the important parts of the meeting, without you having to see all of the stuff which isn’t relevant to you. They will let you know everything that you need to know, before the next episode of the show.
What is the purpose of minutes of a meeting?
Minutes act as a formal summary of the discussions and decisions which occurred at a meeting. They tell the reader the official version of what happened at the meeting. The minutes from the last meeting are often circulated at the beginning of the next. These minutes must be held on file indefinitely by certain companies and government bodies.
What are the different types of minutes of a meeting?
Verbatim minutes – These minutes are a word for word transcription of the events. Whilst they may be completely accurate, they are often harder to understand. Verbatim minutes are not a requirement for most organisations.
Summary – these minutes do not include every word which was said, but they do include all the main points. Summary minutes are used by most companies.
What’s involved with the minutes of a meeting?
The minutes of a meeting are taken by one appointed attendee at the meeting or by a professional note-taker. They must make a list of who is in attendance at the meeting. Once the meeting begins, the note-taker must keep a true and accurate record of what happens during the meeting. All official decisions must be included in the notes, as well as any decisions which were postponed until a later date. Once the meeting is over, the notes are compiled into a formal document and circulated amongst those who were in attendance, so that their accuracy can be verified. If there are any problems with the notes, these can be addressed at the next meeting. If minutes are a formal requirement, then these minutes will be stored on file indefinitely.
Where do minutes of a meeting fit into the meeting process?
The minutes of a meeting must be approved by participants so that they can stand as an accurate record of the meeting. This usually takes place at the beginning of the next meeting. The minutes from the previous meeting can be used to help to design the agenda for the next one.
How do the minutes of a meeting impact on participants?
Minutes are a record of what was decided at the previous meeting, and contains a list of action points. If a participant has not followed up on an action point from the last meeting, it will be noted in the minutes of the next meeting.
What terms are used in preparing and distributing the minutes of a meeting?
Minute Secretary – The person who takes the minutes (also known as note taker).
Protocol – The standard format used by a company to record their notes
Amendment – If participants disagree on the accuracy of the minutes, they may be changed. This is called an amendment.
Where can I find more information about minutes of a meeting?
http://en.wikipedia.org/wiki/Minutes
http://www.wikihow.com/Take-Meeting-Minutes
http://www.tuahonorsociety.org/assets/documents/Sample%20Format%20of%20Meeting%20Minutes.pdf
- About the Author
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Philip Baskerville has significant strategic senior management experience. His roles included Head of School (Business and IT) and as the senior Business Advisor at Southbank Institute of Technology. He was recognised by the Chair Award 2012 for Outstanding Innovation in developing an integrated business process that gave all stakeholders information on the financial outcomes of all courses from planning through to review. Philip uses his extensive academic studies with a Masters in IT at University of Queensland and Bachelor of Education and combines it with his peer acknowledged skills in project planning/management, coaching, business analysis/strategy, change management and strategic planning, Philip Baskerville has a wealth of experience and knowledge that he now imparts through training and his writings.
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