Business Communication Assignment on Minutes of Meeting
By, Sumana, Sumalatha, Suchitra, Srija Rai and Sugufta. M
MEANING Minutes also known as protocols or informally notes are
the instant written record of a meeting or hearing. They typically
describe the events of the meeting, starting with a list of
attendees a statement of these issues considered by the
participants and related responses or decision for the issues.
Minutes may be created during the meeting by the typist or court
reporter, who may use shorthand notation and then prepare the
minutes and then issue them to the participants afterwards.
DEFINITION Minutes are the official record of an organization.
It is crucial that they are accurate since they are legal record of
the providings and actions of the organization.
FORMAT OF MINUTES Generally minutes begin with organization
name, place, date, list of people absent and present at that time.
All the agenda for the meeting. All official decisions must be
included. The report given and the person involved. The vote tally
may also be included. The date, time and place of the next meeting.
Assignments and the person responsible. The minutes may end with a
note of the time that the meeting was adjourned.
IMPORTANCE OF MEETING Confirms any decisions made. Record of any
actions to be taken. Record of who has been allocated any tasks or
responsibilities. Provide details of the meeting to anyone unable
to attend. Serve as a record of the meetings procedure and
outcome
WHAT TASKS ARE INVOLVED IN TAKING MINUTES Making a short summary
about the meeting agenda. Make a list of all the details
beforehand. Recording the body of the minutes. Concluding the
meeting. Distributing the minutes among the attendees.
FORMS OF RECORDING MINUTES The body of the minutes. Name of the
organizations. Date and time of the meeting. Those present and
those who could not attend. Summary of discussion of each agenda
items. A list of the agenda items/topics. The actions people
committed to. Summary of any decisions made.
STYLES OF MINUTES
Minutes of Narration These include some of the discussions and
important details. This style of minutes is considered a legal
document. Report This is a full record of all discussions that
includes the name of all speakers, moves and seconds of any
motions, written in a narrative style. Minutes of resolution- These
are limited to the recording of the actual words of all resolutions
that were passed. Moves and seconds are not recorded. Each
resolution that is made commences resolves that. This style of
meeting is also considered a legal document.
ESSENTIALS OF TAKING THE MINUTES
Record Simple short statements which capture decisions passed
and actions agreed upon under each of the agenda headings. Keep it
brief and to the point. Circulate within a week. Impersonal tone.
Reported speech.
INSTRUCTIONS
Typing meetings in the laptop can make the process quicker and
easier. Make a note of who is present If necessary pass around a
sign in the sheet. Use the meeting agenda as an outline for the
minutes. Details do not belong in meeting minutes. Do write down
any motions and decisions made and the key findings of any
committee reports. Use bullet points to make minutes easier to
read. Each bullet statement should represent a different findings,
discussion or decision. Make a note of issues that were tabled
until future meetings. Transcribe or review minutes as soon as
possible after the meeting, while your memory is still fresh of
what happened in the meeting. Before you submit the meeting
minutes, proofread for typing errors.
THANK YOU
