What are Meeting Minutes?
Meeting minutes are notes that are recorded during a meeting. They highlight the key issues that are discussed, motions proposed or voted on, và activities to lớn be undertaken. The minutes of a meeting are usually taken by a designated thành viên of the group. Their task is to provide an accurate record of what transpired during the meeting.Bạn sẽ xem: Meeting minutes là gì
Steps Involved in Recording Meeting Minutes
There are five sầu main steps involved in recording the minutes of a meeting. They are:Pre-planningRecord-takingWriting or transcribing the minutesSharing meeting minutesFiling or storage of minutes for referencing in the futurePre-Planning
If a meeting is well-planned in advance, taking minutes will be a lot easier. That said, the chairpersonCEOA CEO, short for Chief Executive sầu Officer, is the highest-ranking individual in a company or organization. The CEO is responsible for the overall success of an organization & for making top-cấp độ managerial decisions. Read a job mô tả tìm kiếm & the secretary or minutes-recorder should work together lớn determine the agendomain authority of the meeting beforehvà. For example, the person recording minutes could work with the chair to lớn draft a document that will serve as an agenda và provide the format for the meeting.
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If it’s not possible for the chair & secretary lớn meet và come up with a draft, then it’s up lớn the secretary khổng lồ get a copy of the agendomain authority before the meeting starts. The meeting agendomain authority will serve sầu as a guide for how khổng lồ take notes and prepare the minutes. In addition, the agendomain authority also includes other details, which need to be incorporated in the minutes. They include:Names of all the members present – includes guests & speakersDocuments that may be handed out as the meeting progresses, such as copies of a danh sách of proposals to be voted on
When an individual is chosen as the minutes recorder, it’s important for them lớn know what is expected of them. Therefore, the individual should approach the chair of the committee & ask what their role in the meeting will be. For example, if the meeting will involve sầu proposing motionsProxy VoteA Proxy Vote is a delegation of voting authority to lớn a representative on behalf of the original vote-holder. The các buổi party who receives the authority to vote is known as the Proxy and the original vote-holder is known as the Principal. The concept is important in financial markets & particularly with public companies, the designated thành viên should inquire as to lớn whether he should include the names of those proposing motions và those seconding.
What to lớn Include in Meeting Minutes
Before recording any details, a designated minutes recorder should familiarize themselves with the type of information that they should record. A group may be using a specific format khổng lồ record notes but, overall, the minutes of a meeting typically include the following details:Date and time the meeting happenedNames of attendees, as well as absent participantsAcceptance of, or amendments made to, the previous meeting’s minutesDecisions made regarding each thắng lợi on the agendomain authority, such as:Activities undertaken or agreed uponNext stepsMotions accepted or rejectedNew businessDate and time of the next meeting
The Process of Writing Meeting Minutes
When the meeting ends, the individual tasked with writing minutes should get all the resources he needs lớn write up the minutes in a clear, presentable way. Here are some tips khổng lồ consider:Once the meeting ends, don’t take too long to write the minutes. This way, everything that took place in the meeting is still fresh in your mind.Reviews the outline that had been created earlier và make adjustments where necessary. This might include adding extra information or clarifying some of the issues raised. Also, kiểm tra khổng lồ see that all verdicts, activities, và motions were clearly recorded.Revise the minutes và ensure they’re brief but clear.
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Distributing the Meeting Minutes
For example, if the minutes recorder was documenting the minutes using Microsoft Word, which does not offer online sharing, then they might consider using Google docs, which offers a way of sharing documents online with other users.
The recorder is also supposed lớn save a copy of the meeting minutes for future reference. Most companies store their minutes online – either in Google Docs or OneDrive.
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Meeting minutes are important because they are used lớn document the key issues raised during a meeting. For example, effective sầu minutes can state the approaches that were proposed to lớn solve sầu a particular problem and the main reason why members choose one method over the other.
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