Business Meeting: How to Prepare Minutes?

Meeting minutes are important part of all types of meetings because these are recorded to keep track of all decision made during the meeting. Meeting minutes help you to analyze important decisions taken in the meeting. It is really crucial for all formal and semi-formal meetings to help attendees to resolve the important matters of the organization. Proper record of all meeting minutes will help you to get the reference of previous meetings while solving important matters. Preparation of meeting minutes look like a boring activity to common persons therefore these should be taken by those persons who know the procedures of taking meeting minutes. Method of minute recording depends on the formality of the congregation that is being held. Different formal and corporate meetings have rigorous rules that are necessary to follow each time.

meeting minutes

Tips to Write Meeting Minutes

Meeting minutes serve as important document while taking different important decisions for the sake of organization. Following are some tips to write meeting minutes that will surely help you to prepare useful meeting minutes:

  • In first step, you have to prepare a special format to record minutes of the meeting. It will serve as the guideline for future minute takers and you will surely get well written meeting minutes.
  • Every meeting minute format features some things in common including date, time, place, name of the presenter, types of business meeting, details of committees or officer, important discussed matters and record of any vote that occurred.
  • Try to include confidential details in the meeting minutes instead of writing every point of discussion in detail because meeting minutes are used as reference purpose only. You have to record important circumstances and decisions taken in the business meeting.
  • You have to assign this task to a responsible person in advance so that he/she can record all important details according to pre-designed format. It is the responsibility of minute taker to transcribe and distribute meeting minutes to the important persons of the organization.
  • You have to make sure that the original notes are securely preserved in the permanent record of meeting minutes in order to use them in future.
  • Prepare different copies of meeting minutes for distribution such as share copies of notes with fundraising committee for further discussion and for the organization of upcoming event.
  • Meeting minutes should be clearly written in easy to understandable language. It is necessary to send these minutes to concerned members in timely manner. Verify and approve your meeting minutes before the commencements of next meeting.
  • Meeting minutes should be kept in the permanent record after getting approved and signed by the president. These are necessary to take after board of directors, social club or community meeting in order to keep proper record of decisions taken in the business meeting.

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