Meeting Minutes Là Gì

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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, & activities lớn be undertaken. The minutes of a meeting are usually taken by a designated thành viên of the group. Their task is lớn provide an accurate record of what transpired during the meeting.Quý khách hàng vẫn xem: Meeting minutes là gì


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Steps Involved in Recording Meeting Minutes

There are five 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 future

Pre-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 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 và the secretary or minutes-recorder should work together khổng lồ determine the agendomain authority of the meeting beforehvà. For example, the person recording minutes could work with the chair to draft a document that will serve sầu as an agendomain authority và provide the format for the meeting.

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Meeting Agenda

If it’s not possible for the chair và secretary to lớn meet và come up with a draft, then it’s up to the secretary khổng lồ get a copy of the agenda before the meeting starts. The meeting agenda will serve as a guide for how to take notes và prepare the minutes. In addition, the agenda 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 mục of proposals khổng lồ be voted on

Expectations

When an individual is chosen as the minutes recorder, it’s important for them to lớn know what is expected of them. Therefore, the individual should approach the chair of the committee and 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 a representative sầu on behalf of the original vote-holder. The tiệc nhỏ who receives the authority lớn vote is known as the Proxy & the original vote-holder is known as the Principal. The concept is important in financial markets và particularly with public companies, the designated member should inquire as to lớn whether he should include the names of those proposing motions và those seconding.

What khổng lồ 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 to lớn 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 lớn, the previous meeting’s minutesDecisions made regarding each tác phẩm on the agendomain authority, such as:Activities undertaken or agreed uponNext stepsMotions accepted or rejectedNew businessDate và 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 to write up the minutes in a clear, presentable way. Here are some tips to lớn consider:

Once the meeting ends, don’t take too long to lớn 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 & make adjustments where necessary. This might include adding extra information or clarifying some of the issues raised. Also, check lớn see that all verdicts, activities, and motions were clearly recorded.Revise the minutes and 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 khổng lồ save sầu a copy of the meeting minutes for future reference. Most companies store their minutes online – either in Google Docs or OneDrive sầu.

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Key Takeaway

Meeting minutes are important because they are used khổng lồ document the key issues raised during a meeting. For example, effective minutes can state the approaches that were proposed to solve sầu a particular problem & the main reason why members choose one method over the other.